ADMIN ASSISTANT

Confidential

AED 4,000 - 5,999 per month

The Old Town Island, Downtown Dubai, Dubai, UAE

Full Time

0-1 Years

Female

Bachelors Degree

Posted 13 hours ago

Job Details

The Admin & Document Controller / Client Relations Executive is responsible for ensuring accurate documentation, smooth transaction processing, and proactive client communication through calls and follow-ups.
This role combines back-office coordination and front-line client interaction, supporting both the sales team and company operations to ensure deals are processed efficiently and clients remain engaged throughout the transaction lifecycle.

Key Responsibilities
1. Documentation & Administrative Duties
Prepare and process sales agreements, tenancy contracts, and reservation forms
Handle developer forms and project documentation submissions
Manage government portals and property-related filings (as required in Dubai market)
Maintain organized digital and physical filing systems
Ensure all documents are completed accurately and submitted on time
Support commission calculation records and internal tracking sheets
Coordinate with agents to collect missing documents from clients
2. Client Calling & Follow-ups (Outbound & Inbound)
Call clients to follow up on leads, inquiries, and pending documentation
Confirm client details, requirements, and update CRM records
Follow up with buyers, tenants, and landlords regarding:
Viewing confirmations
Offer updates
Payment reminders
Document signatures
Re-engage old or inactive leads through structured calling campaigns
Provide basic information about listings and direct serious clients to agents
Ensure all call outcomes are properly recorded in CRM
3. Coordination with Sales Team
Assist agents by preparing required paperwork before deal closure
Communicate client updates to assigned agents in real-time
Help ensure smooth handover from lead stage → deal stage → completion
Support agents in scheduling follow-ups and reminders
4. CRM & Data Management
Update CRM system daily with:
Call logs
Client status updates
Document progress
Maintain clean and accurate client database
Flag urgent leads or pending deals to management
Skills & Requirements
Strong attention to detail and accuracy in documentation
Confident communication skills for phone calls
Ability to handle multiple tasks (admin + calling)
Good English communication (Arabic is a plus)
Familiarity with CRM systems (or willingness to learn)
Basic understanding of real estate processes in Dubai preferred

Personality Fit
Best suited for someone who is:
Organized and structured
Comfortable speaking with clients daily
Responsible and deadline-driven
Calm under pressure
Service-oriented mindset

Performance Indicators (KPIs)
Accuracy of documents submitted (zero critical errors)
Number of client calls made per day
Lead follow-up conversion rate
Speed of document processing
CRM update consistency (daily compliance)

Role Purpose in Brokerage
This role ensures:
No deal is delayed due to paperwork
No lead is lost due to lack of follow-up
Sales agents stay focused on closing deals

Languages

Any

Nationality

Any

Company Size

11-50