Property Leasing Associate

JOB PURPOSE

To perform administrative duties including but not limited to data entry into property master lists, and updating shared folders upon receipt of documents. Coordinating in filing the documents on its respective property folders. Coordinating in mailing document copies such as contract, receipts, etc.

To draft lease contracts for new leases and renewals, EJARE Renwals, using third-party portal/software to register leases, coordinating with the accounts team in handing over cheques and required documents for refunds (i.e. security deposit, etc.), drafting letters such as NOC, etc.

To handle emailing and other correspondence channels with applicants, tenants, and third parties. Ensuring professionalism in communication and transparency with all stakeholders. To perform and coordinate move-ins, move-outs, and unit inspections.

KEY ACCOUNTABILITIES

Data Entry:

Updating property master lists, ensuring that all the data are up to date, and verifying accuracy in recording leases.

Drafting Lease Contracts:

• Assist in drafting lease agreements, EJARE ageements and NOCs and various other rquirment received from Tenants.
• Ensure that lease contracts to be used are up to date, not amended without required persmiions, and are drafted accurately with the required information.

Third-Party Portal/Software to Register Lease:

• Be trained and ensure up-to-date knowledge on the use of third-party software/portals such as DREC, MOHRE, Ejari portal, etc. Ensure that the data entry in the system is accurate.
• Knowledgeable on the communication channels of the third party to address issues faced when using the portal/software.

Coordination with Accounts Team:

• Keeping record of the cheques received from the tenants
• Handing over the physical cheques to accounts and acquire receipt
• Handing over documents required for refunds

Tenant Communication:

• Use of communication channels as advised by the line manager.
• Infom the line manager on all communication with the tenant and third party to ensure transparency.
• Seek advice of the line manager to be communicated with the tenant on information not limited to documents requested by the tenant/third party, tenants/third party requests that are out of leasing and facilities scope of work, etc.

Coordinate move-ins, move-outs, and unit inspections :

• Coordinate with tenant and facilities team on move-ins, move-outs, and unit inspections.
• Ensure timely handover of units to new tenants.

COMMUNICATION AND WORKING RELATIONSHIPS:

Internal

• Ongoing with departmental staff and Leasing Executive for work-related issues
• Ongoing with all internal customers concerning leasing issues

External

Ongoing with client, tenant, and third-party leasing-related issues

FRAMEWORKS, BOUNDARIES, & DECISION-MAKING AUTHORITY:

• Works under the general direction of the Leasing Executive/ Leasing Manager
• Work is done as per the leasing department procedures and in compliance with contract terms
• Decisions with respect to the scheduling of work are taken by this position in agreement with the Leasing Executive

Minimum Qualification

Bachelor’s Degree in Business Administration or Business Management

Minimum Experience

Over 3 years of overall experience with 2 years in property leasing and tenant relation management in the industry in property coordinator role.

Job Specific Skills:

• Advanced-level Microsoft Office
• Third-party portal usage such as Ejari, DREC, and MOHRE Level (advantage)

Generic Skills

• English Language
• Arabic Language (advantage)

COMPETENCIES:

• Business Administration
• Proactive Approach
• Customer Service Skill
• Achievement Orientation
• Analytical Thinking
• Business Understanding.