Administrative Assistant cum Clerical Specialist Real Estate Hearts Heaven Realty

About the Company - At Hearts Heaven Realty LLC, we don’t just deal in properties — we create pathways to premium living and smart investments. Based in the heart of Dubai, we are a forward-thinking real estate brokerage dedicated to delivering exceptional service, transparent transactions, and long-term value to clients across the globe. Specializing in the buying, selling, leasing, and investment advisory of both residential and commercial properties, we place a strong emphasis on luxury real estate and exclusive developments.
Key Responsibilities
A real estate administrative assistant in Dubai is typically responsible for a variety of duties such as
Administrative and Clerical Support
To handle day-to-day office functions, including: Document Management: Preparing, reviewing, and organizing all real estate documents, such as tenancy contracts, Memoranda of Understanding , and various Dubai Land Department forms e.g., Form A, B.
Data Entry and Records: Maintaining accurate and up-to-date client, property, and transaction records in a CRM -Customer Relationship Management system. This is vital for tracking leads and sales. Scheduling: Coordinating and scheduling property viewings, appointments, and internal meetings for agents and clients. Office Operations: Managing office supplies, handling incoming and outgoing correspondence, and generally ensuring the office runs efficiently.
2. Client and Stakeholder Communication
You serve as the first point of contact for clients, developers, and other stakeholders, requiring strong communication skills. Duties include:
Inquiries: Responding to phone calls, emails, and messages from clients and prospects in a professional and timely manner. Liaison: Acting as a link between agents, clients, and developers to ensure smooth communication throughout the transaction process.
3. Listing and Marketing Support
A significant part of the job involves managing property listings and marketing materials to attract potential buyers and renters.This includes - Listing Management: Uploading and maintaining property listings on major Dubai real estate portals like Bayut and Property Finder. Marketing Materials: Assisting with the creation of marketing collateral like brochures, presentations, and social media content.
4. Transaction and Compliance
This is a detail-oriented part of the role, where you help ensure that all legal and procedural requirements are met. Your responsibilities would include Government Formalities: Assisting with government-related documentation and processes, such as Ejari registrations or rental contracts and obtaining Trakheesi permits (for advertising properties.
5.Compliance - Verifying that all transaction documents are accurate and comply with DLD regulations.