Admin Officer Valores Property Development LLC

About the Role

We are seeking a highly organized and detail-oriented Admin Officer to support our real estate brokerage team. This role ensures that all new buyers are smoothly onboarded from reservation to handover. The ideal candidate will manage documentation, coordinate with internal departments, and provide consistent administrative support across sales, CRM, contracts, and customer service

Key Responsibilities

1. Client & Developer Onboarding & Documentation

• Prepare and manage Reservation Forms, SPAs, payment schedules, and other contractual documents.
• Ensure all client KYC documents are collected, verified, and properly filed.
• Coordinate with finance for payment tracking, cheque collections, and receipts.
• Send onboarding welcome emails and maintain communication with buyers throughout the process.

2. CRM & Data Management

• Create and update buyer profiles, unit details, deal stages, and payment progress in the CRM.
• Ensure all sales data is accurate, organized, and aligned with internal records.
• Generate weekly/monthly reports for management (sales pipeline, collections, expiring reservations, etc.).

3. Coordination with Internal Departments

• Liaise with Sales, Marketing, Legal, Finance, and Handover teams for smooth workflow.
• Facilitate approval requests for discounts, changes, reassignments, and amendments.
• Assist with NOCs, DLD Trakheesi registrations, and other government portal submissions.

4. Administrative Support to Sales Team

• Prepare offer letters, payment term proposals, and updated availability sheets.
• Track unit inventory, reservations, cancellations, and price updates.
• Maintain all project documentation including brochures, masterplans, price lists, and unit availability.
• Assist with agent onboarding (RERA requirements, documentation, portal access).

5. Customer Support

• Respond to buyer inquiries related to documentation, processes, and updates.
• Ensure timely follow-up on pending documents or payments.
• Coordinate for signature appointments, contract collection, and courier logistics.

6. Compliance & Record-Keeping

• Ensure all sales and onboarding processes comply with company policies and RERA/DLD requirements.
• Maintain physical and digital filing systems with 100% accuracy.
• Prepare and audit files for external or internal reviews.