Receptionist cum Listing Coordinator

About Deluxe Holiday Homes

Deluxe Holiday Homes is a leading holiday-home and property management company based in Dubai, UAE, managing a portfolio of 800+ premium short-term rental properties across the emirate. The Deluxe Homes Group operates with ~230 people across Dubai, Abu Dhabi, Fujairah, and Armenia, and includes Deluxe Homes Real Estate, our brokerage and long-term property management arm. We use a modern technology stack to run operations, serve guests and tenants, and protect owner returns.

Role Overview

We are looking for an organized, reliable Office & Listings Coordinator to run the front desk of our Al Barsha head office and, once trained, to own three back-office streams: long-term tenancy administration for Deluxe Homes Real Estate (our own tenancy contracts and those of our landlord clients), property listings on local portals and OTAs, and office supplies. You are the one-stop contact for our property management clients: when a landlord or tenant calls, you answer, resolve the routine, and chase the rest. You will spend part of the day at the desk and part of the day on tenancy files and listings.

This is an ownership role, not a wait-to-be-told role. We will train you from zero on tenancy paperwork, listings and our systems, but we need someone who notices what is missing and fixes it: an expired tenancy nobody flagged, a listing with the wrong price, a landlord waiting two days for a call-back. You make routine decisions inside your remit and report after — you do not wait to be asked. If a landlord client calls about their Ejari renewal, you know the answer or you find it the same day.

Note: This role does not include site visits, property inspections or guest check-ins. Those are handled by the operations and field teams. Tenancy work in this role covers long-term (Ejari) tenancies only, not short-stay guest bookings.

Key Responsibilities

1. Front Desk & Visitors

•      Run the front desk during office hours: greet visitors, landlords, tenants and guests, and route them to the right person within minutes, not after a wait.

•      Answer and route the main office line and WhatsApp; take accurate messages and follow up so nothing is lost.

•      Receive and log couriers, documents and keys; keep a clean handover record.

•      Keep the reception and meeting rooms presentable; book rooms and keep the visitor log.

•      Coordinate desk cover with the Office Manager so the desk is never empty during your tenancy and listing blocks.

2. Long-Term Tenancy Administration & Client Calls (Deluxe Homes Real Estate)

•      Be the first point of contact for property management clients: answer landlord and tenant calls and messages, resolve routine questions yourself (rent dates, renewals, notices, documents) and escalate only the exceptions.

•      Prepare, issue and file tenancy contracts for company-held units and for landlord clients using approved templates.

•      Register and renew Ejari contracts on time; keep a renewal calendar and flag every expiry at least 60 days ahead.

•      Collect and verify tenant documents (Emirates ID, passport, visa) and cheques; record PDCs and hand them to Finance the same day.

•      Track rent due dates and late or bounced payments, and send the first reminder without being asked.

•      Keep every tenancy file complete and audit-ready in the company system.

3. Property Listings (Portals & OTAs)

•      Create and update listings on local portals (Property Finder, Bayut, Dubizzle) and OTAs (Airbnb, Booking.com) from the approved listing brief and photo set.

•      Check every listing for correct price, availability, photos, amenities and permit number before it goes live.

•      Refresh and re-rank listings on a set schedule so they stay visible; pause units that are no longer available.

•      Spot and fix listing errors within 24 hours; keep a simple log of what changed and why.

•      Report weekly on listings added, updated and paused.

4. Office Supplies & Administration

•      Monitor stationery, pantry, printer and cleaning supplies; reorder before they run out, inside the agreed monthly budget.

•      Keep a supplier list with prices and lead times; compare quotes once a year and cut cost where you can.

•      Log office maintenance issues (AC, printers, internet) and chase vendors until they are closed.

•      Support the Office Manager with filing, scanning, document runs and ad-hoc admin.

•      Where you have the skill, prepare simple social media posts and stories from approved content and photos.

Required Qualifications

•      0–2 years in a front desk, admin, real estate or hospitality role. Fresh graduates welcome.

•      Fluent English, spoken and written; clear and polite on the phone and on WhatsApp.

•      Comfortable with Google Workspace or Microsoft 365, and able to learn Ejari, portal back-ends and our property system within 4 weeks.

•      Accurate with details — you catch the wrong date on a contract or the wrong price on a listing before it goes out.

•      Decisive operator — you make routine calls inside your remit and report after. We will reference-check this with previous managers or lecturers.

•      Already living in the UAE and able to start within 30 days.

Preferred Qualifications

•      UAE residence visa sponsored by a family member (spouse or parent) — preferred.

•      UAE university graduate or 4+ years living in the UAE.

•      Experience with Ejari, DLD/REST, Property Finder, Bayut, Dubizzle, Airbnb or Booking.com.

•      Social media posting skills (Instagram, TikTok, LinkedIn) — a plus, not a must.

•      Arabic, Russian or another second language.