Job Description

Position: Admin Leasing
Location: Dubai
Salary Range: AED 7,000.00
Department: Asset & Investment Management
Mandate Requirements: Minimum 3 years experience in Free zone leasing experience ERP & Opera Software Mandatory
Availability: Immediate Joiners

Description:

Leasing

• Monitor deadlines and provide notices to appropriate parties when necessary

• Preparation and issuance of lease agreement is within 24 hours (working day) upon receiving BOD approval / request from Tenant

• Send renewal notice report to commercial division 122 days prior to expiry.

• Review of leases and schedule of payment in the property management system for accuracy of input.• Review the leasing process from Leasing Offer to Payment

• For lease renewals- prepare and issue in accordance with policy and procedures.

• Prepare termination/expiry letters as when required.• Inform concerned team/department when move in & out of Tenants

• Requires keeping all papers, records updated. Should have the ability and flexibility and integrity to keep all the records of the Tenants in proper files and proper place. Should be will organized so that all the required documents can be produced as and when requested.

• Prepare and process RDL for non-renewals (long term) upon receiving requests from commercial team.• Maintain tenant list (in-house) report and ensure all information captured Accuracy of the information Validation the report between ERP, and Opera• Issue Ejari for long term apartments Tenant

• Implement SLA’s and reporting process through the LOTP process – workflows, approvals required, upcoming leases renewals, refunds, and amendment processes• Keeping track of renewals and ensuring notices are sent out to the tenants in timely manner.
• Ensure timely closure of all approvals, including BOD approvals

• Update Tenant data base.• For legal related- prepare legal cases when needed, ensure timely & accurate submission of all documents for legal review and coordinate with legal for any specific change or requirements in the lease agreement.

• Frequent follow ups with commercial division to ensure quick and effective turnaround of the leases related process and formalities.

Communication

• Maintain friendly and good effective verbal and written communication with internal/external stakeholders.• Provide accurate and valid information by using the right methods and tools.• Implement process fixes/changes as needed promptly• Ensure prompt response and action to Tenants/Clients requests and issues.• Highlight and escalate issues/ request that needs to be addressed to your line Manager.• Response/acknowledgement to emails within 3 hours.• Action/closure with 1 working day• Provide accurate and valid information by using the right methods and tools• Escalate cases that need to be addressed to Line Manager within 2 working days• All escalated cases should be addressed with suggestion/solution.

Root Cause Analysis

• Implement process fixes/changes as needed promptly

Document Control, Trackers & Reports

• Coordinate with the team to ensure documents for management initialization approval is done on timely manner.• Provide weekly and monthly reports for in house, renewals, delayed expected on renewals, MDR report and Legal cases.• Maintain and file department documents under safe custody without any damage or deterioration with easy traceability with fast retrieval of documents.• Complete filing on daily basis.• Maintain a tracker for Trade License / Insurance Copy/ Passport copy – Obtaining updated documents from Tenant.

Other Duties

• Prepare letters/memo and email communication as per CR Manager instruction.• Chaise Line Manager if response dependent on any decision and keep the Tenant posted on your follow up. • Maintain the filing system in a professional and orderly manner and review it as when required to ensure its effectiveness.

Revenues and Collections

• Raise request for invoice and ensure it is received on time with correct billing and figures information.• Ensure invoices are delivered to Tenant on time.• Weekly catch up with AR team on revenues and collections• Coordinate and assist the Finance Department with the aging report, to ensure that long overdue is followed up by highlighting any pending issues with the sales person or the tenant. Assist product development by researching and proposal writing • To perform any other task assigned by the Line Manager• Act as cover or back up to team members whenever is requested by Line Manager.