Ginalyn Apilada

Experienced Senior Property Coordinator and Admin/HR Executive with 5 years in Dubai real estate. Skilled in full operations management, contract handling, client support, and office administration. Dedicated to ensuring smooth business operations and delivering high-quality service.

Senior Property Coordinator | Admin | HR Executive - BlackOak Real Estate - Dubai, U.A.E

(2024-02)

• 5 years of extensive experience in the Dubai real estate market, handling A-to-Z operations.
• Providing 24/7 support to real estate agents to ensure seamless operations.
• Managing full documentation processes for sales, leasing, and ownership transfers.
• Preparing and managing RERA contracts: Forms A, B, and F.
• Assisting clients directly with inquiries, viewings coordination, and post-deal services.
• Managing property listings on Property Finder, Bayut, and Dubizzle platforms.
• Coordinating with the accounting team for invoicing, commission tracking, and payment follow-ups.
• Overseeing daily office operations to ensure smooth and efficient business functioning.
• Supervising and maintaining company CRM, filing systems, and administrative records.
• Supporting marketing activities, including preparing property promotions and online listings.
• Acting as the primary liaison between developers, landlords, and property managers.
• Managing HR tasks: recruitment, onboarding, employee documentation, and training.
• Ensuring full compliance with Dubai Land Department regulations and requirements.
• Handling conflict resolution, process improvements, and operational troubleshooting.
• Providing administrative leadership to maintain high service standards across all departments.

Office Administrator & Receptionist - Sterling Boulevard Real Estate LLC - Dubai, U.A.E

(2023-01 - 2024-02)

• Greeting clients, sending emails, answering the telephone, and making follow-up calls.
• Act as the point of contact between the manager and internal/external clients.
• Filling out Legal Forms when required Daily Management and updating of the listings on the CRM Data Entry (Editing and Posting ads and verifying in portals).
• Preparing real estate forms and documents and completing paperwork for all real estate transactions in a timely manner to ensure a deal is closed as quickly as possible.
• Schedule necessary appointments with all parties, including open houses and Project briefings.
• Assist in producing marketing materials including brochures, flyers, online marketing, social media posts, etc. to continuously build brand image.
• Monitor deadlines and provide notices to appropriate parties when necessary.
• Follow up with Agents and Clients for documents, and details as necessary.
• Prepare Tenancy Contract and MOU requested for all closed deals.
• Ensure that listing documents are done within compliance guidelines and correctly updated onto the internal CRM.
• Prepare Tenancy Contracts, purchase agreements, rental agreements, and other documents for real estate transactions.
• Perform any additional responsibilities as requested or assigned.
• Maintaining property files & Mail management.

Office Administrator & Marketing - Signature Habitat Properties LLC - Dubai, U.A.E

(2022-03 - 2022-12)

• Greeting clients, sending emails, answering the telephone, and making follow-up calls.
• Act as the point of contact between the manager and internal/external clients.
• Filling out Legal Forms when required Daily Management and updating of the listings on the CRM Data Entry (Editing and Posting ads and verifying in portals).
• Preparing real estate forms and documents and completing paperwork for all real estate transactions in a timely manner to ensure a deal is closed as quickly as possible.
• Schedule necessary appointments with all parties, including open houses and Project briefings.
• Assist in producing marketing materials including brochures, flyers, online marketing, social media posts, etc. to continuously build brand image.
• Monitor deadlines and provide notices to appropriate parties when necessary.
• Follow up with Agents and Clients for documents, and details as necessary.
• Prepare Tenancy Contract and MOU requested for all closed deals.
• Ensure that listing documents are done within compliance guidelines and correctly updated onto the internal CRM.
• Prepare Tenancy Contracts, purchase agreements, rental agreements, and other documents for real estate transactions.
• Perform any additional responsibilities as requested or assigned.
• Maintaining property files & Mail management.

Office Administrator & Sales Advisor - Desert Home Real Estate Brokers LLC - Dubai, U.A.E

(2021-04 - 2022-03)

• Handling and posting listings on CRM/portal (Property Finder, Bayut & Dubizzle).
• Drafting Tenancy contracts, addendum, MOU, NOC, and other property-related contracts.
• Operating Trakheesi system, submitting required documents for each property to get Trakheesi Permit.
• Extracting leads from all portals and assigning them to LEADS Admin.
• Answering phones and routing calls to the correct person or taking and relaying messages.
• Greeting visitors and taking messages if the concerned party is unavailable.
• Knowledge with all MS Office suite applications.
• Excellent English interpersonal and communication skills
• Good in customer service calls & handling all client inquiries
• Developer Agency Agreement and renewal.
• Provides general administrative support and secretarial services as required
• Communicate with clients to identify their requirements and choice of property.

Office Administrator & Receptionist - Future Plan Real Estate LLC - Dubai, U.A.E

(2020-09 - 2021-04)

• Act as the point of contact between the manager and internal/external clients
• Screen and direct phone calls/Emails and distribute correspondence
• Handle requests and queries appropriately
• Produce reports, presentations and briefs
• Devise and maintain office filing system
• Handling CRM and monitoring other Property advertisement portals.
• Submit required documents for each property to get Trakheesi Permit
• Monitoring inventory for sales, rentals, and renewals.
• Create and maintain spread sheets in Excel and reporting to the Managing Director
• Compose, edit and draft letters, addendum, and property-related contracts.
• Calling Landlords, checking availability, arranging viewings
• Answering Inquiries, assisting clients
• Compile, organize and accurately finalize documents for office records.
• Edit property pictures
• Operating Trakheesi & Ejari system, submitting required documents for each property to get Trakheesi Permit.

Office Administrator & Receptionist - Al Madina Distribution LLC - Dubai, U.A.E

(2018-08 - 2020-08)

• Greet and welcome guests and customers as soon as they arrive at the office
• Direct visitors to the appropriate person and office
• Answer, screen, and forward incoming phone calls
• Ensure the reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms, and brochures)
• Provide basic and accurate information in-person and via phone/email
• Receive, sort, and distribute daily mail/deliveries
• Maintain office security by following safety procedures and controlling access via the reception desk
• Order front office supplies and keep an inventory of stock
• Update calendars and schedule meetings
• Perform other clerical receptionist duties such as filing, photocopying, transcribing and faxing
• Perform Admin duties such as creating purchase agreements, vendor registration, etc.

Diploma - Computer Science - Lyceum Northern Luzon (2014 - 2016) Philippines