Senior Property Executive

Purpose

* The Senior Property Executive is responsible for providing administrative and support to the APM and Head of Real Estate in relation to all leasing activities in the assigned properties including high end properties


Key Accountabilities

Operations
* Receive all tenant documentation, payments and lease agreement for new tenants to ensure all pages of the contract are signed; payments are made as per proforma invoice
* Preparation of Ejari Tenancy contract and lease terms and conditions and addendums for new and renewal tenants.
* Create new tenant account in system by entering accurate information;
* Meet new tenants to collect payments; sign lease documents and prepare receipt for payments.
* Liaising with Property Coordinator to ensure all lease documents are delivered to Senior Accounts Officer for CFO approval, collected and delivered to tenants
* Perform all necessary functions to facilitate the Tenant "Move In" in coordination with the facilities and helpdesk as per SSI procedures to ensure unit readiness and to agree on a move in time.
* Monitor renewals monthly by extracting information from the system. Complete monthly renewals with relevant RERA data and obtain approval.
* Send Renewal Notice on the system and follow up on notices to ensure renewals are completed on time.
* Renew lease agreement in the system and prepare receipts for payments
* Monitor expired contracts and escalate as per SSI policies and procedures.
* Prepare documents required for tenants with a breach in contract such non-renewals, bounced cheques and liaise with Legal department.
* Ensure legal cases are followed up and completed on time.
* Prepare documents required to file a police case in case of bounced cheques and coordinate the status with PRO
* Drafting Memos, letters, violation notices and/or making phone calls to Tenants related to lease issues.
* Coordinate with tenants on any requests by communicating effectively by email and phone and escalate any matters to the APM where needed.
* Preparation of approval forms for tenant requests and obtain approvals
* Ensure the collection of expired documents and update, monitor and maintains the Tenants' information details on the system.
* Perform all necessary functions to facilitate Tenant "Move Out" in coordination with the facilities and helpdesk as per SSI procedure
* To Assist in conducting the move in inspections as needed
* Provide back-up and/or assistance for various administrative duties as needed.
* Perform general copying, scanning, faxing, and filing functions as needed.

People Management & other activities
* Communicates and discusses the function's guidelines and procedures with departmental employees to ensure responsibilities, authorities and accountabilities are defined and understood.
* Provides guidance, support and leadership to team to ensure effective and efficient flow of work
* Ensures effective departmental performance through the selection, development, deployment and motivation of competent staff.
* Monitors staff performance provides feedback and undertakes performance appraisals for all direct reports.
* Manages team performance and accomplishes results by communicating job expectations and metrics; planning, monitoring and appraising performance results; developing, coaching, counseling employees; enforcing policies, procedures and productivity standards under Line Manager supervision.
* Maintains quality of service by promoting a positive, team-oriented environment and resolving escalated issues.



Previous Experience:
* 3-5 years job related experience
* Minimum 3 Years' experience in a Real Estate Administrative Position
* Real Estate Laws and RERA. Understanding of best practice leasing procedures, document and data management