Front Desk Administrator

Job Description

Roles & ResponsibilitiesManage the reception area and serve as the operational backbone of the officeWelcome visitors and clients in a professional and courteous manner, representing the brand's premium imageManage incoming calls, emails, and general inquiries, directing them to the appropriate team memberMaintain a tidy, presentable, and well-stocked reception and meeting areaSchedule and coordinate meeting room bookings and client appointmentsLiaise with developers regarding new listings, property availability, documentation, and project updatesMaintain and update records of developer contacts, agreements, and ongoing communicationsFollow up on pending documentation, approvals, or requests between 8 Collective and developer partnersOrganize and file property-related documents such as brochures, floor plans, price lists, and NOCsSupport the sales team with administrative tasks including preparing listing documents, proposals, and presentationsCoordinate scheduling of property viewings, client meetings, and follow-ups between sales agents and clients/developersMaintain and update the CRM system with client, listing, and transaction informationAssist in preparing offer letters, MOUs, tenancy contracts, and other transaction-related paperworkTrack deal pipelines and flag pending actions to relevant agents or managementMaintain and track renewal timelines for the company's trade license, ensuring timely renewal and avoiding lapsesManage broker cards for all agents including tracking issuance, renewals, and expiries with RERA/relevant authoritiesMaintain RERA certificates and ensure all listings and agents remain compliant with regulatory requirementsTrack and renew electronic permits (e-permits) required for property listings and marketingMaintain organized digital and physical records of all staff documents such as visas, Emirates IDs, labor cards, passports, contractsFlag upcoming expiries of company and staff documentsCoordinate with PRO services, government typing centers, or relevant authorities for document processing and renewalsMaintain a master tracker/calendar of all company and staff document expiry dates to ensure proactive renewalsManage office supplies, courier services, and vendor coordinationMaintain organized digital and physical filing systems for company and client recordsAssist HR/management with onboarding logistics, attendance tracking, or basic administrative support as neededPrepare reports, meeting minutes, and correspondence as requiredSupport management with ad-hoc administrative and coordination tasksDesired Candidate ProfileBachelor's degree or diploma in Business Administration, Office Management, or a related field (preferred)1 to 3 years of experience in a front desk, administrative, or coordination roleExperience within real estate, brokerage, or property management is a strong advantageWorking knowledge of RERA regulations, trade license renewals, broker card processes, and general UAE government documentation procedures is preferredExcellent verbal and written communication skills in EnglishArabic language skills are a plusProficiency in MS Office (Word, Excel, Outlook) and familiarity with CRM and document management systemsValid UAE residency/visa status with the ability to work full-time in DubaiPrior experience coordinating with developers, government PRO services, or typing centers is an advantageProfessional presence with polished appearance and demeanor suited to a high-end brokerageHighly organized and able to manage multiple documents, deadlines, and renewal timelinesDetail-oriented with accuracy in handling licenses, certificates, contracts, and compliance paperworkProactive with anticipation of upcoming renewals, follow-ups, and bottlenecksStrong communicator comfortable liaising with developers, sales agents, clients, and government entitiesDiscreet and trustworthy in handling sensitive company, staff, and client documentationCalm under pressure and able to multitask in a fast-paced brokerage environmentTeam-oriented and supportive without needing close supervisionTech-comfortable and quick to learn CRM platforms, government portals, and digital filing systems

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