Position: Administrative Specialist – Real Estate

Industry: Real Estate

Employment Type: Full Time

Job description

About VEGA Properties:

VEGA Properties is a dynamic startup real estate company focused on the rapidly evolving Dubai property market. Our mission is to provide personalized, efficient, and results-driven real estate services to our clients. As we expand our team, we’re looking for individuals who are ambitious, ready to learn, and excited about the opportunities within Dubai’s real estate sector.

About the Role:

We are a fast-growing real estate company specializing in property brokerage (buy, sell, and rent) and property management services in Dubai. We are looking for an experienced and detail-oriented Administration Specialist to manage the administrative functions essential to our business operations. The ideal candidate will possess in-depth knowledge of real estate processes, expertise in managing authority portals and property marketplaces, and a strong understanding of compliance with local laws and regulations.

Key Responsibilities:

Authority Portal Management:

• Navigate and manage listings and transactions through various authority portals/trustee offices including but not limited to:
• Dubai Land Department (DLD) portals (Ejari, Mollak, Oqood, etc.).
• Real Estate Regulatory Agency (RERA) systems.
• Other government-related platforms as needed.
• Ensure timely and accurate submissions, renewals, and updates to comply with local requirements.

Property Marketplace Management:

• Manage property listings on major real estate platforms such as Property Finder, Bayut, Dubizzle, and others.
• Update and optimize listings with accurate property details, high-quality images, and pricing.
• Monitor performance and resolve listing discrepancies or issues promptly.

Compliance and Regulations:

• Ensure that all administrative and operational activities comply with Dubai’s local laws and regulations governing the real estate industry.
• Maintain accurate and up-to-date records of licenses, permits, and company registrations.
• Liaise with regulatory authorities to handle compliance-related queries or tasks.

Administrative Support:

• Provide day-to-day administrative support to the property management and brokerage teams.
• Maintain organized and accessible records, including client files, contracts, and agreements.
• Assist in preparing tenancy contracts, MOUs, and other legal documents as required.

Coordination and Communication:

• Act as a point of contact between clients, team members, and government authorities to facilitate smooth operations.
• Coordinate with landlords, tenants, and service providers to address and resolve administrative concerns.

Document Management and Reporting:

• Maintain a systematic filing system for physical and electronic documents.
• Prepare regular reports on administrative activities, compliance status, and listing performance.
• Track and update property inventory records in collaboration with the brokerage team.

Qualifications and Skills:

• Education: Bachelor’s degree in Business Administration, Real Estate, or a related field.
• Experience: 3–5 years of experience in an administrative role within the real estate industry, with a strong background in property brokerage and property management.

Technical Skills:

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Familiarity with Dubai real estate portals (Ejari, Mollak, Oqood, etc.) and property marketplaces (Bayut, Property Finder, etc.) is a must.

Language Skills:

• Excellent written and verbal communication skills in English; proficiency in Arabic is an advantage but not required.

Key Attributes:

• Strong understanding of local real estate laws and regulations.
• Exceptional organizational and time management skills.
• High attention to detail and accuracy.
• Problem-solving mindset with the ability to handle complex administrative tasks.
• Professional demeanor with excellent interpersonal skills.

What We Offer:

• Competitive salary and benefits package.
• A supportive and dynamic work environment.
• Opportunities for professional growth and development.
• Exposure to Dubai’s dynamic real estate market.

If you are an organized, compliance-savvy professional who is well-versed in managing authority portals and property marketplaces, we would love to hear from you. Please send your CV and cover letter to [career@vegaproperties.ae], with the subject line “Administration Specialist Application – [Your Name].”