Admin Support

The Foundry is looking to fill 2 administrative positions:
- Real Estate Administrative Coordinator
- Executive Assistant to CEO
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REAL ESTATE ADMINISTRATIVE COORDINATOR
Role Overview:
We are seeking a highly organized and detail-oriented Real Estate Administrative Coordinator to join our dynamic team. This individual will be the backbone of our brokerage’s day-to-day administrative operations, ensuring seamless coordination of listings, contracts, CRM systems, and compliance with local real estate regulations.
Key Responsibilities:
Contract Management:
- Prepare, review, and manage all real estate contracts including RERA Forms A, B, I and F along with leasing forms.
- Track expirations, renewals, and ensure timely execution and archiving
- Developer registrations and contracting
RERA & Trakheesi Compliance:
- Manage Trakheesi permit applications and renewals
- Maintain up-to-date records to comply with all RERA requirements
- Liaise with DLD and relevant authorities as needed
Listing Management:
- Upload, manage, and update property listings across portals (Bayut, Property Finder, Dubizzle, etc.)
- Ensure consistency across MLS systems and internal CMS with accurate data and media
CRM & CMS Administration:
- Maintain and update the company CRM (e.g., PropSpace, Salesforce, etc.)
- Ensure timely data entry and lead assignment to agents
- Generate reports on lead activity, listing status, and contract progression
Data Entry & Documentation:
- Maintain digital filing systems and ensure all client/property documentation is current and complete
- Record financial transactions related to commissions, contracts, and referrals
Coordination & Communication:
- Act as liaison between agents, clients, legal, and external service providers
- Schedule property photography, videography, signage, and staging appointments
Process Optimization:
- Continuously evaluate administrative processes to identify and implement improvements
- Support marketing and sales teams with coordination as needed
Requirements:
- Proven experience in real estate administration or operations (minimum 2 years preferred)
- Strong knowledge of Trakheesi, RERA regulations, and Dubai real estate procedures
- Familiarity with CRM platforms, MLS systems, and listing portals
- Exceptional organizational skills and attention to detail
- Ability to multitask and work under pressure in a fast-paced environment
- Proficiency in Microsoft Office Suite and Google Workspace
- Strong written and verbal communication skills in English (Arabic is an asset)
- UAE real estate industry experience is mandatory
What We Offer:
- Competitive salary based on experience
- Exposure to premium real estate operations and luxury listings
- Supportive and growth-driven team culture
- Opportunities to develop and grow within the company
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EXECUTIVE ASSISTANT TO CEO
Role Overview:
We are looking for a high-performing, ultra-organized Executive Assistant to support our CEO in managing an increasingly dynamic and complex schedule across multiple ventures. This is not a standard admin role—its a high-trust, high-discretion position that blends strategic support, operations coordination, and confidential executive handling. You’ll serve as the CEO’s right hand, managing communications, optimizing workflow, and enabling focus on high-impact initiatives.
Key Responsibilities:
Executive Support & Calendar Management
- Maintain and coordinate the CEO’s complex calendar, meetings, calls, emails, travel, and personal engagements
- Prioritize and triage requests, ensuring time is used effectively and strategically
- Serve as the gatekeeper and point of contact for internal and external stakeholders
Operational Oversight
- Help manage day-to-day business tasks including document review, approvals, and follow-ups across The Foundry and affiliated companies
- Take ownership of operational workflows and ensure task execution across departments
Communication & Correspondence
- Draft, proofread, and send communications on behalf of the CEO (emails, memos, presentations)
- Attend meetings as needed, take notes, and manage action items or follow-ups
Project Coordination
- Support in executing high-level projects and strategic initiatives
- Research, summarize insights, and prepare briefings or executive summaries for meetings
Travel & Logistics
- Plan detailed itineraries for local and international travel
- Coordinate with drivers, security, or concierge services as needed
- Ensure smooth handling of bookings, visas, accommodations, and meetings
Confidentiality & Discretion
- Handle sensitive information with complete confidentiality and integrity
- Act as a trusted sounding board and filter for requests, issues, or escalations
Requirements:
- Minimum 3–5 years of experience as an Executive Assistant, preferably in real estate, luxury, finance, or startup environments
- Proven ability to operate independently, with discretion and sound judgment
- Exceptional organizational and time management skills
- Mastery of Microsoft Office, Google Workspace, and productivity tools (Notion, Asana, Calendly, etc.)
- Excellent English communication skills—written and verbal (French/Arabic a plus)
- Must be based in Dubai or willing to relocate immediately
Personal Attributes:
- Unshakable calm under pressure
- Sharp attention to detail
- High EQ with strong interpersonal skills
- Solutions-first mindset with a sense of urgency
- Comfortable navigating both corporate and creative environments
What We Offer:
- Competitive salary + performance bonus
- Direct exposure to high-level decision-making and leadership
- Fast-paced, high-growth environment with diverse business verticals
- A key seat at the table in a purpose-driven company