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Job description / Role
OFFICE MANAGER – REAL ESTATE
Dubai
General Duties
- Answer telephones and take messages
- Welcome guests and offer drinks to office visitors
- Operate scanners and photocopiers
- Create documents, spreadsheets of lead allocations and listing allocations
- Answer routine inquiries from clients, agents and brokers
- Provide clerical support to agents and brokers during the sales process. This involves photocopying sales documents, populating forms and creating receipts and revising contracts
- Populate the CRM system with new listings and updates to property listings – ensure no duplications and manage the publication of property adverts
- Create an alarm in CRM to pop up 14 weeks before the renewal of each rental contract to remind the agent to tell the tenant to renew or give notice to the landlord
- Update the database daily with new listings, price changes etc according to directions from the agents – if an agent lists a property and details are missing, the Admin Assistant must chase the agent until populated
Marketing
- Creating advertisements on Property Finder, Bayt and Dubizzle
- Posting photos and videos of available properties on social media and the website when requested
- Producing brochures and flyers to introduce new agents, for hot properties, open houses, new project launches and relocation agents
Planning open house events, including
- Sunday: Clean open house boards and replace 12-4pm paper stickers
- Tuesday: Create flyer to post on sms and website
- Thursday: Change all adverts online and create OH list of properties for agents to refer to and update board list
- Continue to send sms messages to clients when MC is not in the office
- Manage the website content including off plan pictures, payment plans, videos and descriptions liaise with developers to source quality visuals
- Manage stationary orders including business cards, folders, advertising boards
- Send 30 SMS messages daily to clientele to request properties
- Manage the company safe and the contents – collect payments from agents via cheques and issue receipts
- Assist agents with paperwork whenever required including receipts and invoices etc.
- Manage sales and rentals files to ensure all paperwork is complete before payment is issued. Chase agents to ensure paperwork is filed if items are missing
- Source office suppliers for medical insurance, annual leave planners, maps stationary etc
- Manage the company accounts via the Xero Accounting system
- Manage the company HR records and documents via the Beneple system
- Co-ordinate with the company PRO to finalize visas and labor cards
- Log and remind the payee regarding office invoices including DU, DEWA, mobiles, ETISALAT, Cleaning contractors,
- Manage incoming leads and direct who is due for the next lead that comes into the office via an organized rota system
- Manage incoming listings and direct who is due for the next lead that comes into the office via an organized rota system
- Manage landlord rental payments
- Manage files and information storage systems
- Compile weekly and monthly leads and listings reports for the directors
- Manage the Marketing Coordinator
Requirements
Required Skills
- Excellent computer skills are essential in this position, use word processing programs, MYCRM, spreadsheets, presentation software and graphic design programs. Because this position may require the creation of brochures or flyers to showcase available properties, good writing skills are also important.
- A real estate administrative assistant should also have strong organizational skills to manage time effectively according to work load.
- Excellent computer skills are essential in this position, as real estate Administration Co-ordinators use MYCRM, word processing programs, spreadsheets, Beneple HR database, Xero VAT accounting program. A real estate administrative assistant should also have strong organizational and managerial skills.
About the Company
italent has been around since 2012, when we saw that businesses needed better talent solutions for their employment requirements. By focusing our efforts on quality products and services that are simple-to-use and innovative, our team brings you the best results without any unexpected additional costs and unnecessary complications. Simply put, we love helping businesses find and keep the right people.