Officer - Property Management

About This Role

Key Responsibilities:

• Assist the Senior Property Officers with the development of annual budgets by providing the relevant data.
• Review and verify all mandatory tenant documents for validity i.e. Emirates ID, Passport and Visa Copy valid for a minimum of one month, plus supporting documentation (bank statements, and credit bureau report).
• Confirm the respective property/unit is ready for occupation before any new lease is issued, by reviewing the Check-Out Inspection Report to ensure the remedial works have been completed within the scheduled timeframe.
• Issue tenancy contracts verifying their accuracy and owners’ IBAN details, ensure they are prepared within the defined time frame, attested and aligned in the Tawtheeq system and recorded in the Property Management system (Yardi) together with the supporting rental charge and administration fees.
• Ensure there are no delays in issuing tenancy contracts due to delays in payment or non-receipt of administration charges and that 100% of collection of rental income, security deposits, and administration charges is undertaken within the defined timeframe.
• Ensure the new tenants are guided on the protocols for the connection of utilities, water and electricity, and mandatory attestation of tenancy contracts on Tawtheeq, together with explaining the vacating procedure, the clearance certificates required following disconnection, and the process for refund of the security deposit.
• Follow up on any overdue payments or ‘bounced’ cheques until settlement or send any defaulting tenants a legal memo that notifies them that legal action will be taken if no settlement received within the defined timeframe and notify the Property Manager on the outcome.
• Verify and follow up on any outstanding rents pending from Government/Corporate Clients.
• Monitor, investigate and clear on a daily basis the unidentified payments in the company collection account.
• Ensure the daily cash and cheque collection schedule is adhered to and cheques are deposited on time.
• Submit reports on outstanding rent balances/Pending SD and Rent Refunds/Status of Vacant Units/Days on the Market/Outstanding fees/Unposted Receipt Register as required.
• Submit renewal notices tracking reports to the Property Manager for review and Investigate any returned (mail/bounced emails/non delivery) Notifications on Expiry of Tenancy Contract immediately to establish the cause and the whereabouts of the tenant.
• Manage the vacating process in the event of non-renewal of contracts, ensuring the Check-Out Inspection is arranged promptly to facilitate the refund of the security deposit and that the tenant has been informed about potential deductions for damage.
• Verify the documentation for rent and security deposit refunds before submitting them to the Director/Property Manager for approval and submission.
• Verify and update the vacancy list on a daily basis.
• Manage the enrolment of newly built or Take-over properties on the respective Municipality attestation system together with the registration of the PMAs as part of the Take-Over process as directed.
• Undertake any property updates on the respective Municipality Attestation system due to change of owner, structural changes or change of use as directed.
• Attend internal employee events to foster employee engagement and loyalty.
• Deliver an engaging and professional customer experience to all new and existing tenants.