Real Estate Admin Expert (Dubai Focus, Remote)

Category: Office & Admin – Real Estate Administration / Executive Assistant (Real Estate) Job Overview:
We are seeking a Real Estate Admin Expert with specific experience in Dubai’s real estate processes to join our team remotely. In this full-time role, you will be the go-to person for all administrative tasks related to our Dubai property listings and rentals. You must be well-versed in DTCM, RERA, and Trakheesi systems – this is mandatory as you’ll be handling permits and regulatory requirements regularly. Working from home, you will manage property listings, prepare and organize documentation, handle inquiries from tenants or clients, and ensure our real estate operations comply with all local regulations. The ideal candidate has prior experience in Dubai’s real estate admin (perhaps as a real estate virtual assistant or office coordinator), is extremely detail-oriented, and can communicate clearly with our Dubai-based team and external parties. If you know the ins and outs of Dubai property admin and can work independently to keep things on track, we’d love to have you on board. Responsibilities:
Property Listings Management: Create, update, and manage property listings across relevant platforms. Ensure that all property information (descriptions, photos, prices) is accurate and up-to-date. This includes coordinating the generation of Trakheesi listing permits for each property and making sure our listings meet Dubai Land Department guidelines.
DTCM Permits & Holiday Home Licensing: Handle the registration and renewal of DTCM permits for short-term rental properties (holiday homes). Maintain records of permit statuses and ensure all our short-term rental units remain fully compliant with DTCM regulations.
RERA Compliance: Oversee tasks related to RERA (Real Estate Regulatory Agency) compliance. This may involve preparing Forms (Forms A, B, F if needed), coordinating document signatures, and ensuring brokerage activities follow RERA rules. Manage Ejari registrations or tenancy contract renewals if applicable for long-term rentals.
Documentation & Contracts: Prepare and organize all necessary documentation for real estate transactions, such as tenancy contracts, sales agreements, NDAs, invoices, and receipts. Ensure documents are properly signed, filed, and backed up digitally.
Client/Tenant Communications: Serve as a point of contact for tenant or client inquiries regarding rentals or listings. Respond to emails or messages from potential tenants (e.g., questions about a property, how to proceed with booking or leasing) in a professional and timely manner. Coordinate with on-ground teaUpgrade to see actual infombers (such as property managers or agents in Dubai) if an onsite follow-up is required.
Calendar & Task Management: Keep track of key dates and deadlines – for example, tenancy start/end dates, contract renewals, permit expiry dates, etc. Send reminders to the team or clients as needed and initiate renewal processes in advance to avoid any lapses.
Database Management: Maintain an organized database or spreadsheet of all properties, their status, permits, tenant details, and transactions. Regularly update this information and generate summary reports for the founder or management.
Process Improvement: Suggest and implement improvements in the real estate admin process. For instance, if there’s a better way to track leads or a new government e-service for permits, bring it to our attention and help integrate it.
General Admin Support: Assist the founder and team with any other administrative tasks related to the real estate business. This could include market research (e.g., checking competing property prices), coordinating property marketing materials with the marketing team, or scheduling meetings related to property deals.
Qualifications:
Real Estate Admin Experience: Minimum 2 years of experience in a real estate administrative role, preferably with direct experience in the Dubai/UAE real estate sector. Candidates who have worked with real estate agencies, property management companies, or short-term rental businesses in Dubai will be given priority.
DTCM, RERA, Trakheesi Knowledge: Hands-on experience with Dubai’s DTCM portal (for holiday home registrations) and the Trakheesi system (for advertising permits) is required. You should understand how to apply for and renew these permits. Familiarity with RERA regulations and related documentation (broker forms, Ejari for rentals, etc.) is also required.
Attention to Detail: Extremely detail-oriented – able to spot errors in contracts, ensure all fields in forms are correctly filled, and maintain accurate records. Mistakes in permits or contracts can be costly, so we need someone who double-checks their work.
Organizational Skills: Excellent organizational and time-management skills. You can juggle multiple properties and tasks at once, keep digital files systematically organized, and manage schedules for renewals and deadlines without reminders.
Communication Skills: Fluent in English (written and spoken). You can communicate professionally with clients, tenants, and government agencies. You’re comfortable making phone calls or sending emails to follow up on applications or clarify requirements. (Knowledge of Arabic or other languages is not required but could be a bonus for dealing with local offices.)
Tech Proficiency: Proficient with standard office software – Google Workspace or MS Office (especially Word and Excel/Sheets for documents and tracking). Able to quickly learn other software or CRM systems we use for property management.
Independent & Reliable: Capable of working independently in a remote setting. You take initiative to start tasks and follow through without being micromanaged. You are reliable in meeting deadlines and can be trusted to handle sensitive documents and access to accounts responsibly.
Knowledge of Dubai Market: General understanding of Dubai’s real estate market and practices (e.g., knowing what Ejari is, understanding short-term vs long-term rental differences, awareness of major property portals like Bayut/Dubizzle) will help you be effective in this role.
Flexible Schedule: Willing to have some overlap with the Dubai workday (Gulf Standard Time) to ensure smooth communication with the Dubai team and authorities. You might occasionally need to make calls or submit documents during UAE business hours.
Tools & Software:
Dubai Government Portals: DTCM online system for holiday home permit registration and renewals; Trakheesi (Dubai Land Department’s system) for obtaining advertising permits for listings; Ejari system (for tenancy contract registration) if needed.
Real Estate CRM/Listing Platforms: Experience with property listing platforms like Bayut, Dubizzle, Property Finder, or Upgrade to see actual info (for short-term rentals) is a plus. You may be using these to post or update listings.
Office Software: Google Docs/Sheets or Microsoft Word/Excel for drafting contracts, tracking data, and maintaining records.
Communication: Email (Gmail/Outlook) for official communications; Slack or other instant messaging for internal team coordination; Zoom/Skype for virtual meetings.
Cloud Storage: Google Drive, Dropbox, or similar for organizing digital copies of contracts, IDs, permits, and images of properties.
Project/Task Management: Familiarity with tools like Asana, Trello, or Notion to track work progress and ensure all tasks (permits, renewals, follow-ups) are logged and completed on time.
Application Instructions:
Interested candidates, please apply via OnlineJobs.ph by sending your resume/CV along with a tailored cover letter for this role.
In your cover letter, clearly describe your experience with DTCM, RERA, and Trakheesi systems. Give examples of tasks you’ve handled using these (e.g., “I was responsible for renewing DTCM permits for 10 properties quarterly…” or “I regularly used Trakheesi to get permit numbers for online property listings.”). This will help us verify your expertise quickly.
Highlight any past roles where you managed property listings or real estate admin work, especially for Dubai or UAE. If you have references or can briefly mention achievements (like “reduced permit processing time by 20%” or “managed a portfolio of 50 rental contracts without errors”), include that information.
Include the phrase “Dubai Real Estate VA” at the top of your application message to show that you read the job description in detail.
Applications that do not address the required experience with Dubai real estate systems may not be considered, as this knowledge is crucial for the role.
After reviewing applications, we will schedule interviews (and possibly a short practical test) with candidates who meet our requirements. We look forward to finding a skilled professional who can help manage our Dubai real estate operations remotely with precision and care.