Property Coordinator

Primary purpose of the role

Perform the general administration of assigned property portfolio including coordination between Customers, Brokers, Vendors, Finance, Legal and Facility Management departments.

Responsible for achieving and retaining occupancy for assigned property portfolio.

The person who assumes this role will be responsible for customer service, property administration, lease administration and leasing of the assigned property portfolio.

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.

Arrange with tenants access to their unit for preventative maintenance, emergency maintenance or other.

Conduct follow up, and need be inspect, to ensure the tasks and work orders have been completed.

3.

Divert to the facilities management Helpdesk work orders, complaints if and when received from tenants.

Conduct follow up, and need be inspect, to ensure the tasks and work orders have been completed.

4.

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

5.

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

6.

Conduct routine inspection for the assigned portfolio and report/action any problems/issues identified.

Coordinate with the relevant departments and/or government authorities to resolve the issues/problems identified with minimum disturbance to tenants and the property.

7.

Coordinate the tenant move-in in a timely and coordinated manner including orientating new tenants to property management office staff, services and procedures, meeting and coordinating with vendors and arranging for building access.

8.

Coordinate the tenant moving-out process in a timely and coordinated manner including attending final inspections, obtaining final bills and clearance letters where required.

9.

Identify within the assigned portfolio areas that require improvements and propose to the management initiatives to improve work efficiency, tenant satisfaction and maximization of rental revenues.

10.

Plan resource efficiency – reduce usage of electricity and water, effective waste management etc., by working closely with Facility Management to enhance occupant satisfaction and investment returns

11.

Analyze historical and current sustainability data (costs and benefits), and gain insights to potential future risks.

12.

Maintain a database of existing tenants.

Ensure that all proper and legal documents required are received, valid, accurately verified and updated into the system.

13.

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

14.

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.

15.

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.

16.

Conduct viewings for vacant and upcoming vacant units with potential tenants.

17.

Collect all relevant information from potential tenants and initiate the booking process.

18.

Assist new tenants during the booking process where required, and provide the administration department all relevant information to initiate the new lease process.

19.

Coordinate with the facilities management department to ensure that the unit is ready for handover at the agreed date.

Inspect the unit prior to handover to ensure it is in a habitable and usable condition.

20.

Coordinate with real estate agents for the leasing of vacant units when and where required.

Ensure that real estate agents used are compliant with the laws and regulations.

Reporting and analysis

21.

Maintain a database of comparable residential, industrial, and commercial properties in the vicinity of the assigned portfolio.

22.

Conduct regular market surveys and collect information on the property market.

Provide a report to the management when requested,

23.

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

24.

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.

25.

Update on regular basis the advertising channels available for promoting the leasing of the vacant units.

26.

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

27.

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.

28.

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

29.

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