About the job
Listing Administrator - Commercial Division - Job Description (Dubai)
Scope:
Based in our Dubai Office, we are looking to recruit a Listing Coordinator to provide an effective and efficient support service to create and prepare unit listings.
Responsibility:
PROPERTY LISTING
Listing of properties through AI to be published in the portals (PF, Bayut, Dubizzle).
Applying trakheesi permit for the listings.
Logging of Leads in AI Requirements.
Logging of completed leases/sales in AI Transactions.
Logging of Contacts/Companies.
ADMINISTRATION
Preparing options documents for client’s requirements.
Creating landlord/tenant folders following the folder system guideline.
Requesting required CDD documents from clients following compliance process and doing the necessary follow ups if documents are not received.
Populating CDD and Risk Assessment forms on behalf of the agents with their confirmation to add their e-signature.
Preparing Letter of Intents or Head of Terms (Lease and Purchase), Payment Schedules, etc.
Updating clients of lease progress.
Keeping track of Agency/Commission Agreements / Terms of Engagements making sure they are valid and up to date. Arrange renewal before expiry.
Preparing proforma invoices and sending to clients for review and approval before referring to Accounts to raise final tax invoice.
Following up with clients for unpaid invoices.
Preparing monthly/quarterly Leads and Listings performance report.
Technical Skills
Create and prepare unit listings for the agents.
Ensure excellent quality standard of listings.
Responsible for getting all information- from the client that is necessary for the property consultants to sell a project.
Checking all client files to ensure that all the relevant documentation is filed for future reference.
Liaise with Property Finder, DLD support team for any listing or account issues.
Prepare forms such as (Tenancy Contract, and others)
Strong follow-up skills and Lead management.
Responsible for monitoring, providing assistant and support by preparation of leads and receiving daily feedback from the Real Estate Agents.
Preparing contracts and MOU as and when requested by the agents.
Excellent in filing & in maintaining records.
Ensure record keeping and filing is maintained to company corporate standards and procedures.
Responsible for receiving the transaction documents from the Sales/Leasing Agent and forwarding them to the Accounts Department.
Communication
Ability to communicate with others in a professional and helpful manner both face to face and on the telephone.
Be aware of current projects to ensure that the best possible service is provided to clients and other internal departments.
Be able to display tact, diplomacy and appropriate confidentiality as to the nature of the work.
Establish and maintain effective relationships with co-workers.
Adhere to rules and regulations.
Professional experience and Competency Profile
Qualifications/Education Preferred.
Degree educated.
Career Experience Required
At least two year+ experience in a similar role
Particular Aptitudes/Skills Required
Great communication skills and confident telephone manner. Have an eye for detail and can work using own initiative. Ability to work within a team.
Excellent knowledge in all portals and preparation of forms (Tenancy Contract, Form A, B, C, F & U).
Strong eye for attention to detail.
Excellent in MS Office (Word - Mail Merge proficient and Excel skills and graph production analysis) Ability and willingness to accept responsibility for any delegate management tasks.
Have the necessary skills and qualifications to provide an effective and efficient support service to the department.
Attention to detail.
Flexibility, adaptability and a co-operative attitude. Calm under pressure.
Good WP skills and an interest in improving ability. Good standard of English grammar, spelling and takes pride in presentation of work.
Dedication, loyalty, diligence and efficiency, punctual with a tidy manner.
Well presented, have a clear speaking voice and a good sense of humor.
Posted on Aug 30, 2023.
Seniority Level: Other
Job Functions: Legal & Compliance
Industries : Information Technology
