Admin and Coordination Executive - Real Estate

Admin & Coordination Executive Real Estate

Company: Make Developers
Location: Bengaluru
Experience: 4+ years
Employment Type: Full-time, Permanent

About the Role

Make Developers is looking for an organised, dependable and customer-oriented Admin & Coordination Executive to manage the company's day-to-day administration and coordinate effectively with buyers, vendors and service providers.

The role requires someone who can manage multiple activities at the same time, maintain accurate documentation, follow up consistently and ensure tasks are taken through to completion.

The candidate should also be comfortable handling invoices, basic billing, payment tracking and collections. An accounting background is not required.

Key Responsibilities

Administration

• Manage day-to-day administrative activities of Make Developers.
• Manage office stationery, supplies and other office requirements.
• Maintain organised physical and digital filing and documentation.
• Coordinate recruitment activities and interview scheduling when required.
• Record and circulate minutes of meetings.
• Track action items arising from meetings and follow up until completion.
• Handle other administrative and coordination requirements necessary for smooth company operations.

Buyer Coordination & Customer Service

• Act as a dependable point of contact for property buyers.
• Provide buyers with timely and accurate updates.
• Coordinate buyer documentation and payment-related requirements.
• Respond professionally and patiently to buyer queries and concerns.
• Manage buyer expectations and follow through on issues until resolution.
• Track commitments made to buyers and coordinate internally to ensure they are completed.

Vendor & Service-Provider Coordination

• Prepare, issue and maintain work orders.
• Coordinate documentation and approvals with vendors and service providers.
• Track bills and coordinate approved payments.
• Monitor pending work and follow up with vendors/service providers.
• Verify completion of agreed work.
• Maintain proper records relating to work orders, bills, approvals and payments.
• Ensure open items are followed through until closure.

Rental Billing & Collections

• Issue rental invoices by the required timelines.
• Maintain accurate records of invoices raised and payments received.
• Verify receipts and track outstanding amounts.
• Follow up consistently until pending collections are resolved.
• Maintain supporting records relating to billing and collections.

Candidate Requirements

• 4+ years of experience in an administrative role within the real-estate industry.
• Strong experience handling administration, documentation and coordination activities.
• Comfortable coordinating with customers/buyers, vendors and service providers.
• Strong organisational and follow-up skills.
• Ability to manage multiple open activities, priorities and deadlines without requiring repeated reminders.
• Good customer-service orientation and ability to communicate professionally and empathetically with buyers.
• Comfortable handling invoices, basic billing, payment tracking and simple reconciliations/records.
• Accounting experience or an accounting qualification is not required.
• Comfortable using MS Excel / Google Sheets, email and basic office/document-management tools.
• Strong attention to detail and record keeping.
• Comfortable with flexible working hours when occasionally required.
• Ability to communicate in Kannada, Hindi and English.
• Must currently live and reside in Bengaluru.

What We Are Looking For

We are looking for someone who:

• Takes ownership of responsibilities and follows through without repeated reminders.
• Is proactive and anticipates what needs to be done.
• Is organised and dependable with deadlines.
• Communicates well with buyers, vendors and colleagues.
• Handles customer concerns patiently and professionally.
• Works with honesty and integrity.
• Collaborates effectively with different stakeholders.
• Is adaptable and comfortable handling changing requirements.
• Takes pride in doing administrative and coordination work well.

Role Mission

To ensure Make Developers' day-to-day administration, buyer interactions, vendor and service-provider coordination, and rental billing and collections are handled accurately, on time and through to closure, so that buyers receive dependable service and the company operates smoothly.