Executive Secretary/Admin Coordinator - Real Estate

Job Description Roles & Responsibilities Manage the CEO’s daily schedule, meetings, appointments, and follow-ups. Handle confidential correspondence, emails, documents, and reports on behalf of the CEO. Provide full administrative support to the CEO, management, sales team, and office staff. Coordinate internal meetings, prepare meeting notes, and follow up on assigned tasks. Communicate professionally with clients, landlords, property owners, developers, suppliers, and external parties in Arabic and English. Assist in preparing, organizing, and maintaining company documents, agreements, contracts, and records. Support daily office operations and ensure smooth coordination between departments. Assist with real estate admin tasks including property information, listing coordination, landlord communication, and follow-up with owners. Coordinate with listing, marketing, and sales teams to ensure property details are accurate and updated. Support the use of real estate platforms such as Property Finder, Bayut, Dubizzle, or similar portals when required. Assist in maintaining CRM records, client information, inquiries, leads, and follow-up updates. Handle phone calls, WhatsApp communication, emails, and client inquiries in a professional manner. Prepare basic reports, trackers, presentations, letters, and administrative documents using Microsoft Office. Support HR and office administration tasks such as attendance, staff coordination, onboarding documents, and internal records when required. Follow up on pending tasks, approvals, payments, documents, and deadlines to ensure nothing is missed. Maintain a professional image of the company when dealing with clients, visitors, and business partners. Desired Candidate Profile Female Candidates only. Arabic speaker is mandatory. Bachelor’s degree or diploma in Business Administration, Marketing, HR, or a related field. Minimum 2–4 years of experience in administration, executive support, office coordination, or real estate admin work. Previous experience in a real estate company in Abu Dhabi. Fluency in Arabic and English is mandatory, both spoken and written. Strong knowledge of Microsoft Word, Excel, PowerPoint, Outlook, and general office tools. Experience with CRM systems, real estate portals, listings, or client databases is an advantage. HR, marketing, or customer service background is an added advantage. Excellent Arabic and English communication skills. Strong organizational and time-management skills. Ability to work directly with the CEO and handle tasks with confidentiality. Professional appearance and polite communication style. Strong follow-up skills and attention to detail. Ability to multitask and work under pressure. Good understanding of real estate office operations. Strong coordination skills between management, sales, marketing, clients, and external parties. Problem-solving attitude and ability to take initiative. Strong interpersonal skills and customer service mindset. Reliable, disciplined, and able to manage daily tasks without constant supervision. Candidate should be confident, organized, presentable, and able to communicate with clients and management professionally. Candidate should be able to support both administrative and operational tasks in a growing real estate company. The Executive Secretary / Admin Coordinator will report directly to the CEO and will coordinate with the operations team, sales team, marketing team, listing team, clients, developers, landlords, and service providers. Employment Type Full Time Company Industry Real Estate Department / Functional Area Administration Keywords Executive SupportCRMPortals/listingsAdmin OperationsListing Coordination Get real-time job updates only on our App