Real Estate Administrator

About Estancia Capital Real Estate

Estancia Capital Real Estate is a boutique division of the Tabani Group, focusing on premium residential and commercial investment opportunities throughout Dubai. With over 20 years of trusted expertise from the award-winning Tabani Real Estate, it caters to a diverse international clientele seeking reliable and high-quality property investments.

Role Overview

We are looking for a motivated and detail-oriented Receptionist & Administrative Coordinator to serve as the initial point of contact for clients and visitors, while providing vital administrative assistance across the organization. This role suits individuals who enjoy engaging with people, excel in a dynamic environment, and contribute to seamless office operations through effective coordination and support.

Key Duties

• Greet clients, visitors, and partners with professionalism and warmth.
• Handle incoming calls and email inquiries by answering, screening, and directing them appropriately.
• Manage reservations for meeting rooms and prepare spaces for appointments.
• Schedule meetings for agents, management, clients, landlords, and tenants.
• Organize, update, and securely maintain company documents, contracts, and records in physical and digital formats.
• Ensure confidentiality and accuracy in filing systems.
• Conduct data entry and keep CRM and internal databases current.
• Assist in assembling reports, presentations, and official correspondence.
• Support property listings by updating portals, CRM platforms, and promotional material.
• Help prepare tenancy contracts, sales documentation, and ensure compliance with regulations.
• Monitor lease renewals, contract expirations, rent collection activities, and other critical property milestones.
• Coordinate property viewings and communicate effectively with clients, landlords, tenants, and service providers.
• Maintain adherence to company policies and Dubai real estate regulatory standards in documentation.
• Provide administrative support across departments including marketing, finance, and sales to streamline operations.
• Organize company meetings, corporate events, and staff training sessions.
• Undertake any additional administrative tasks assigned by management.

Qualifications and Attributes

• Outstanding verbal and written communication skills.
• Strong interpersonal skills and commitment to excellent customer service.
• Previous experience in receptionist, administrative, or office coordination roles; real estate industry experience favored.
• Exceptional organizational capabilities with the skill to prioritize various tasks effectively.
• Meticulous attention to detail combined with solid time management abilities.
• Proficient in Microsoft Office suite (Word, Excel, Outlook, PowerPoint) and CRM software.
• Professional demeanor, positive attitude, and strong dedication to work ethics.
• Ability to uphold confidentiality and operate with discretion.
• Understanding of the Dubai real estate market and familiarity with RERA processes is an asset.

Why Estancia Capital?

Joining Estancia Capital means becoming part of a reputable and expanding real estate firm backed by a long-standing legacy. We provide a cooperative work setting, avenues for career growth, valuable insights into Dubai’s vibrant real estate sector, and opportunities to contribute to outstanding client experiences worldwide.