Front Desk Administrator

Job Description Roles & Responsibilities Manage the reception area and serve as the operational backbone of the office Welcome visitors and clients in a professional and courteous manner, representing the brand's premium image Manage incoming calls, emails, and general inquiries, directing them to the appropriate team member Maintain a tidy, presentable, and well-stocked reception and meeting area Schedule and coordinate meeting room bookings and client appointments Liaise with developers regarding new listings, property availability, documentation, and project updates Maintain and update records of developer contacts, agreements, and ongoing communications Follow up on pending documentation, approvals, or requests between 8 Collective and developer partners Organize and file property-related documents such as brochures, floor plans, price lists, and NOCs Support the sales team with administrative tasks including preparing listing documents, proposals, and presentations Coordinate scheduling of property viewings, client meetings, and follow-ups between sales agents and clients/developers Maintain and update the CRM system with client, listing, and transaction information Assist in preparing offer letters, MOUs, tenancy contracts, and other transaction-related paperwork Track deal pipelines and flag pending actions to relevant agents or management Maintain and track renewal timelines for the company's trade license, ensuring timely renewal and avoiding lapses Manage broker cards for all agents including tracking issuance, renewals, and expiries with RERA/relevant authorities Maintain RERA certificates and ensure all listings and agents remain compliant with regulatory requirements Track and renew electronic permits (e-permits) required for property listings and marketing Maintain organized digital and physical records of all staff documents such as visas, Emirates IDs, labor cards, passports, contracts Flag upcoming expiries of company and staff documents Coordinate with PRO services, government typing centers, or relevant authorities for document processing and renewals Maintain a master tracker/calendar of all company and staff document expiry dates to ensure proactive renewals Manage office supplies, courier services, and vendor coordination Maintain organized digital and physical filing systems for company and client records Assist HR/management with onboarding logistics, attendance tracking, or basic administrative support as needed Prepare reports, meeting minutes, and correspondence as required Support management with ad-hoc administrative and coordination tasks Desired Candidate Profile Bachelor'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 role Experience within real estate, brokerage, or property management is a strong advantage Working knowledge of RERA regulations, trade license renewals, broker card processes, and general UAE government documentation procedures is preferred Excellent verbal and written communication skills in English Arabic language skills are a plus Proficiency in MS Office (Word, Excel, Outlook) and familiarity with CRM and document management systems Valid UAE residency/visa status with the ability to work full-time in Dubai Prior experience coordinating with developers, government PRO services, or typing centers is an advantage Professional presence with polished appearance and demeanor suited to a high-end brokerage Highly organized and able to manage multiple documents, deadlines, and renewal timelines Detail-oriented with accuracy in handling licenses, certificates, contracts, and compliance paperwork Proactive with anticipation of upcoming renewals, follow-ups, and bottlenecks Strong communicator comfortable liaising with developers, sales agents, clients, and government entities Discreet and trustworthy in handling sensitive company, staff, and client documentation Calm under pressure and able to multitask in a fast-paced brokerage environment Team-oriented and supportive without needing close supervision Tech-comfortable and quick to learn CRM platforms, government portals, and digital filing systems Employment Type Full Time Company Industry Real Estate Department / Functional Area Administration Keywords Front DeskReceptionDeveloper CoordinationSales CoordinationCRMRERATrade License RenewalBroker CardsDocument ManagementGovernment PRO ServicesOffice ManagementAdministrative SupportClient CommunicationMeetings SchedulingCompliance Get real-time job updates only on our App