PROPERTY ADMIN & LEASING COORDINATOR

PROPERTY ADMIN & LEASING COORDINATOR

Company Name Confidential
5-10 years
Not Specified

Job Description

Job Title : PROPERTY ADMIN & LEASING COORDINATOR

Reporting T
o : SENIOR SALES & LEASING MANAGER /

DIRECTOR - PROPERTY MANAGEMENT

Department : PROPERTY MANAGEMENT

Principal Responsibilities:
To provide organizational and administrative support for the Property Management department and to be responsible for all administrative activities related to leasing; including tenancy portal management in the website, liaison with various departments within the organization, ensuring proper tenant management & satisfaction and working towards achieving the Company objectives by adhering to the company's standard policies and procedures.

ESSENTIAL DUTIES AND RESPONSIBILITIES:
  • Ensuring all Legal and Technical Documents of every property is properly maintained and updated regularly (in hard copy as well as in soft copy in the ERP).
  • Attentive to all available units for rent or sale and advertise it in Rakayez Website and tenancy Portal within the ERP on a timely manner.
  • Keeping the full set of keys (of each Unit) and issuing it to the tenant before the move-in date, with proper Handover procedures
  • Create and Maintain Master data for all property and update all units with tenants documents and information for proper record keeping.
  • Assisting Property Manager in drafting and or completing the lease documents.
  • To prepare and issue circular/memos to tenants for specific/general information from time to time as required in coordination with the Property Manager.
  • To create a watchman rotation schedule and to work closely with the HR to ensure proper watchman allocation in all properties especially during annual leave and or absence.
  • Coordinate with HR for annual staff leave (Watchman) and prepare advance yearly plan for the watchmen leave.
  • Assist any tenant related inquiries or issues about the property (through phone or visit)
  • Check tenant's documents and ensure that the pre-qualification of the tenant is done as per the policy procedure laid down in this regard.
  • To help the tenants to complete the new lease and or renewal forms.
  • To prepare and issue renewal notices on a timely manner (90/60/30 days notice)
  • Assist in leasing process including entry of leases to the ERP system
  • Ensure that the calls and e-mail inquiries are properly attended to in the absence of the Leasing Manager and fully support the Leasing Manager in managing the Tenant enquiries at all times
  • Further, need to ensure that all such enquiries reach the Leasing Manager without fail at all times.
  • Schedule appointments if necessary for the Line manager or the PMDirector.
  • To assist the Line Manager/ Property Management Director in preparing daily/ weekly/ monthly/ Quarterly reports. To obtain relevant approvals from the Line Manager and the PM Director as deemed necessary in line with the Operational Authority Matrix at all times.
  • To liaise with other departments ensuring proper coordination at all times.
  • Performs any other related day to day duties and assignments as required.
QUALIFICATIONS:
  • Bachelor's Degree preferred and two (3) + years of related training or experience.
  • Strong Computer proficiency: internet, e-mail, (MS Outlook) MS Excel, MS Word, MS PowerPoint
  • Knowledge of database and real estate property management applications will be helpful
ADDITIONAL REQUIREMENTS:
  • Ability to manage difficult and or emotional customer situations and to respond promptly to customer needs.
  • Excellent Arabic and English language skills - both verbal and written
  • Team player and ability to engage team spirit to the role.
  • A forward thinker & planner.

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