Conveyancing and Listings Admin

Job Description

Job Summary

The Conveyancing & Listings Administrator is responsible for supporting the sales and leasing deals through accurate property listing management, transaction coordination, conveyancing follow-up, and administrative support. The role requires strong organizational skills, attention to detail, and the ability to coordinate with agents, developers, trustees, clients, and government-related portals to ensure smooth processing of transactions from listing stage until completion.

Key Responsibilities

• Create, upload, and manage property listings across CRM systems and advertising portals.
• Ensure listings are accurate, complete, compliant, and regularly updated.
• Monitor listing quality, property photos, pricing, descriptions, and availability.
• Remove outdated, rented, sold, or inactive listings.
• Coordinate with broker to obtain required documents, photos, and property details.
• Maintain compliance with portal and RERA advertising requirements.
• Track listing performance and prepare periodic reports.
• Conveyancing & Transaction Coordination
• Coordinate property transactions from booking stage until transfer completion.
• Prepare and organize transaction documentation including:
• Form A, B, and F
• SPA documents
• Booking forms
• Trustee appointment documents
• NOC applications
• Liaise with:
• Clients
• Developers
• Trustees offices
• Mortgage advisors
• Banks
• Agents and brokers
• Monitor transaction progress and follow up on pending documents and payments.
• Schedule trustee appointments, property transfers, and client meetings.
• Ensure all compliance documents are properly collected and filed.
• Maintain accurate transaction records and internal trackers.

• Support the manager with day-to-day administrative tasks.
• Maintain organized digital and physical records of transactions and listings.
• Prepare reports, spreadsheets, and status updates for management.
• Coordinate internal approvals and documentation processes.
• Assist in drafting client correspondence and transaction-related communications.
• Monitor CRM accuracy and ensure data is updated consistently.

• Previous experience in UAE real estate administration, conveyancing, or listings management required
• Knowledge of Dubai real estate procedures and documentation.
• Familiarity with:
• CRM systems
• Property Finder
• Bayut/Dubizzle
• DLD and Trakheesi procedures
• Strong organizational and multitasking skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office and Google Workspace.
• Ability to work under pressure and manage multiple transactions simultaneously.
• Attention to detail and high level of accuracy.
• Experience in Dubai real estate brokerage or property management company.
• Understanding of conveyancing processes for off-plan and secondary market transactions.
• Knowledge of RERA compliance and property advertising regulations.

• Time management
• Attention to detail
• Communication skills
• Problem-solving
• Coordination and follow-up
• Confidentiality and professionalism