Property Administration Assistant

1.

Attend to tenants’ queries with respect to their unit, lease terms and conditions, lease administration processes, collections, payments, and any other matter affecting their stay in the property.

2.

Keep up to date information about the portfolio assigned and provide occupancy and vacancy reports when requested by management.

3.

Prepare and distribute circulars and letters to tenants to keep them informed about property and facilities management operations affecting their units.

4.

Maintain a database of existing tenants.

Ensure that all proper and legal documents required are received, valid, accurately verified and updated into the Leasing system, Ejari application and stored in the tenant file.

5.

Manage tenants’ files and coordinate with the Property Coordinators to ensure all required documents (Lease Agreements, receipts, invoices, notices, correspondence, personal information etc.) are complete and properly stored in the filing room for safe keeping.

6.

Initiate, document, follow up and complete all lease administration related processes including new leases, renewals, amendments, terminations, violations where and when applicable.

7.

Ensure during all lease administration processes that proper documentation is prepared, issued and properly received by tenants, and that deadlines notices are met in line with the current laws and regulations.

8.

Ensure payment collection and refunds from/to tenants are completed in line with the lease terms and the lease administration processes.

Collection and refund to include rent and all associated fees (security deposits, maintenance fees, agency fees, utility fees, admin fees, ejari fees etc …) where and when applicable.

9.

Ensure renewal notices are prepared according to the latest RERA Index, reviewed by the Property Coordinator, issued, and properly received by Tenants, and that deadlines notices are met in line with the current laws and regulations.

10.

Ensure that leases (new or renewals) and all required documentation and information (passport/residency visa/Emirates ID/mobile number/P.O.box/email address) are updated in the Leasing System and Ejari application.

11.

Arrange for printing the Lease Agreements (approved formats only) once the lease terms have been finalized by the Property Coordinators and ensure that Lease Agreements are properly signed by the Tenant and payments are collected before being processed by the Landlord.

12.

Arrange for Landlord signature of the Lease Agreements by preparing the relevant file for Head of Property review.

13.

Arrange for issuing to the Tenant the Lease Agreement/Ejari certificate once signed by the Landlord, along with receipts/invoices and other correspondence when and where required.

14.

Administer both, the Leasing System and Ejari application and ensure that access is restricted and protected to the nominated users only.

At all times, maintain custody and confidentiality of the username / passwords required to access the Leasing System and the Ejari application.

15.

Keep up to date with all changes and updates affecting the Ejari application and inform the Head of Property when changes or notifications are received from RERA.

16.

Assist in preparing/review of lease contracts (lease agreements, sale and purchase contracts, booking forms etc .) with legal department and other departments (facilities/operations/development).

Reporting and analysis

17.

Participate in the preparation and presentation of departmental reports (weekly/monthly/yearly) relating to Portfolio performance, goals, standards, benchmarks, etc.

18.

Update on weekly basis, the vacancy and upcoming vacancy reports.

19.

Participate in the preparation of the annual budget and accurately and thoroughly complete assigned deliverables under the direction of the Head of Property within established timeframes.

20.

Maintain an up-to-date knowledge of government housing/property laws and policies.

21.

Ensure that all tasks are completed according to policies and procedures set the by the company, and in line with laws and regulations for real estate transactions applicable in the Emirate of Dubai as set by RERA, Dubai Land Department, and any other government related agency.

22.

Conduct any other tasks or duty as entrusted by the management.

23.

Maintain at all times customer confidence and protect Company operations by keeping Company and customer information confidential.