Administrator – Property & Asset Management (UAE National)

Job Details

• **Job Title:**

Administrator – Property & Asset Management

• **Department:**

Property & Asset Management

• **Reporting To:**
• Senior Administrator / Supervisor – Property & Asset Management

Purpose

1. Administration & Records Management

• Maintain knowledge of assigned communities (layouts, unit mix, amenities, pricing).
• Support revenue targets by updating Accounts Receivable reports weekly.
• Process tenancy documentation (offer letters, undertakings, supporting documents).
• Manage tenancy lifecycle:
• New contracts
• Renewals
• Lease transfers
• Terminations (break-leases)
• Ensure units are ready before lease issuance (check-out inspections, validations).
• Obtain approvals from Property Manager/Owner before preparing leases.
• Verify owner IBAN details prior to submission.
• Attest contracts on government systems (Tawtheeq/Ejari).
• Ensure full collection of rent, deposits, and administration fees.
• Follow up on overdue payments and bounced cheques, escalate if needed.
• Guide tenants on utilities connection, attestation, and vacating procedures.
• Schedule check-in and check-out inspections with FM teams.
• Update receivables and issue receipts.
• Process invoices (cheque replacement, transfer fees, etc.).
• Track and follow up on government/corporate payments.
• Reconcile unidentified bank payments daily.
• Submit daily payment reports to accounting.
• Maintain physical and digital property files (DMS/shared folders).
• Update Tawtheeq records (ownership changes, closures, etc.).
• Handle vacating, break-lease, and deposit refund processes.
• Liaise with FM teams for maintenance scheduling.
• Track lease expiries and renewal pipeline.
• Maintain renewal tracking registers.
• Process service charges from external providers.
• Manage allocation of keys, remotes, and parking permits.
• Coordinate signage permits via Tawtheeq.
• Ensure owner approvals for rental pricing validations (ERP system).
• Notify owners of pending rent cheques and charges.
• Implement actions from customer satisfaction surveys.
• Handle tenant requests and complaints (assign, follow up, resolve).
• Escalate unresolved issues within SLA timelines.
• Monitor service request reports to avoid escalation.
• Maintain communication standards:
• Calls answered within 3 rings
• Messages within 3 hours
• Emails within 24 hours
• Deliver professional customer service experience.
• Prepare reports:
• Unit availability
• Occupancy
• Tenancy movements
• Update ERP/SAP systems accurately.
• Track vendor/service provider contract expires.

2. Coordination & Customer Support

• Act as first point of contact between residents, owners, and internal teams.
• Handle routine enquiries within service timelines.
• Schedule inspections, handovers, and appointments.
• Escalate issues beyond authority.
• Support circulars, notices, and communication materials.
• Assist in community events coordination.
• Follow up with FM teams on work orders and tenant updates.

3. Systems & Reporting

• Update dashboards, trackers, and logs (renewals, collections, inspections, expiries).

4. Compliance & Conduct

• Follow SOPs and regulatory requirements.
• Ensure confidentiality and data accuracy.
• Support audits and compliance checks.

Education

• Diploma or Bachelor’s degree in Business Administration or related field

Experience

• 1–2 years in administration, customer service, or property-related roles

Competencies

• Strong organizational and attention-to-detail skills
• Good communication skills (English)
• Ability to work in a fast-paced environment
• Proficiency in MS Office and reporting tools