Property Admin Coordinator

Company: International House Real Estate

Job Location: Dubai, UAE

Employment Type: Full-Time

Job Summary

International House Real Estate is looking for a responsible, organized, and detail-oriented Property Admin Coordinator to support our Property Management, Maintenance, Administration, and Sales departments.

The successful candidate will be responsible for coordinating daily administrative activities, handling tenant and client inquiries, maintaining property records, coordinating maintenance operations, managing keys and documentation, and providing operational support to the relevant departments.

The candidate must have good computer skills, strong communication abilities, and the ability to handle multiple responsibilities efficiently.

Key Responsibilities

_ 1. Maintenance & Engineering Coordination _

• Answer incoming telephone calls and WhatsApp inquiries promptly through both office landlines and mobile phones.
• Welcome and assist visitors and guests at the reception.
• Ensure office telephone lines and mobile phones are used exclusively for official business purposes.
• Maintain building security by recording and verifying visitor details before allowing access to the premises.
• Safekeep apartment keys and ensure proper organization, tracking, and security of all keys.
• Handle administrative, technical, and maintenance-related activities under the supervision and instructions of the Engineering Department.
• Communicate with tenants and clients face-to-face and through the telephone helpdesk.
• Record all maintenance complaints and issues in the designated system or software, including relevant documents and details, and forward them to the Engineer or Accounts Department as required.
• Coordinate and monitor technicians working across all managed projects according to the Engineer's instructions.
• Maintain maintenance records and stockroom inventory for all projects managed by International House Real Estate.
• Ensure apartments undergo complete maintenance checks before being handed over to the Sales Department.
• Prepare summaries of available, sold, and booked units for rental purposes.
• Conduct general property inspections and follow-ups.
• Prepare and submit property inspection reports, cancellation reports, and termination reports to the concerned departments.
• Send regular and updated reports to the relevant departments.
• Maintain petty cash records for the Maintenance Department.
• Assist in checking and monitoring assigned buildings.
• Prepare quotations for engineering and maintenance-related works.

1. Administration & Sales Coordination

• Attend to potential clients professionally, both face-to-face and over the telephone.
• Maintain strict confidentiality of all company information, tenant records, tenancy contracts, and official documents.
• Ensure tenancy contracts and confidential documents are securely stored and not disclosed to unauthorized persons.
• Report all project-related issues, incidents, and operational concerns to the respective line managers.
• Organize and maintain the master key box, taking responsibility for master keys of all units and projects.
• Maintain and update tenant contact details and property records for each property.
• Update International House leads and maintain accurate records.
• Prepare and distribute daily reports to the Sales Team.
• Send property proposals, payment schedules, and tenancy contracts to prospective clients.
• Coordinate with prospective clients and assist with negotiations as instructed by the Sales Team.
• Coordinate with receptionists, security guards, watchmen, and the Sales Team to arrange property viewings.
• Arrange the dispatch of official documents through courier services such as FedEx.
• Communicate and coordinate professionally with visiting brokers, property consultants, and external agents regarding property rentals and sales.
• Coordinate with brokers and property consultants interested in renting or selling company-managed properties and vice versa.
• Check and prepare weekly reports and checklists covering security guards, cleaners, and CCTV cameras.
• Submit completed weekly reports and checklists to the Administration Department.
• Perform additional administrative and operational duties as assigned by management.

_ Requirements & Qualifications _

• Good computer skills and proficiency in MS Office, particularly Microsoft Word and Excel.
• Ability to prepare reports, maintain records, manage documents, and handle data entry accurately.
• Good communication and coordination skills.
• Fluency in English is mandatory.
• Hindi language proficiency is required.
• Previous experience in property administration or real estate is an added advantage.
• Knowledge of property management, tenancy documentation, and maintenance coordination will be an advantage.
• Ability to multitask, prioritize work, and meet deadlines.
• Strong organizational skills and attention to detail.
• Professional attitude, honesty, responsibility, and willingness to learn.

Preferred Candidate Profile

We are looking for someone who is:

• Well-organized and responsible.
• Proactive and capable of working independently.
• Professional when dealing with tenants, clients, brokers, and colleagues.
• Able to coordinate between multiple departments.
• Trustworthy in handling confidential documents, property keys, and company records.
• Willing to support both administrative and operational activities.

Salary & Benefits

• Monthly Salary: AED 2,500 – AED 3,500

Salary will be based on qualifications, relevant experience, and suitability for the position.

How to Apply

Interested candidates are requested to send their updated CV to:

Email: hiringihrpm@gmail.com

Please mention " Property Admin Coordinator " in the email subject line.

Pay: AED2,500.00 - AED3,500.00 per month

Work Location: In person