Leasing Executive

3 months ago


Dubai, United Arab Emirates Precision Hire Solution Full time
AboutUs
As a leader in luxury retail in the MiddleEast Al Tayer Groups retail division Al Tayer Insignia hosts aportfolio of some of the worlds best luxury brands in the fashionjewellery home and department store categories. Complementing itsposition in luxury retail Al Tayer Insignia has also built newfrontiers in lifestyle retail representing leading brands in theBeauty Home Fashion and Hospitality sectors. Our brands includeBloomingdales Harvey Nichols and Armani to name just a fewAbout TheRole

The Leasing Executive plays avital role in supporting the leasing activities within the retailorganization. This position involves managing the administrativefunctions related to lease proposals agreements payments andoverall lease management to ensure smooth operations and compliancewith legal and commercialrequirements.

WhatYoull BeDoing 1.Lease Proposal Management (new locations and lease renewals)
  • Prepare new lease proposals byreviewing the Landlord offer for key financial and legal terms.Summarizing the pertinent financial and legal aspects of the offerand providing the Leasing Manager with recommendations foramendment when necessary.
  • Prepare renewalproposals for Leasing Manager review by comparing proposed leaseterms to existing terms. Ensure all key legal and financialelements are summarized and advise of any onerous terms (bothfinancial and legal). Provide recommendations to the LeasingManager for amendment of the renewal whennecessary.
  • Provide ATG Legal with consolidatedcomments on leasing proposal for their review. Evaluate legalresponse and collate for Leasing Manager review prior to anyrequired negotiation.
  • Oversee the circulationof the proposal once in agreed format ensuring timely completion ofobtaining signatures from ATG Legal BU and Authorized Signatoriesbefore providing signed documents to the Landlord. Responsible forthe follow up and tracking of documents with the Landlord adminteam to ensure executed documents arereturned.
  • Arrange the Arabic translation ofproposals when required. Review translation and work with theexternal translation company to ensure correct wording by comparingto prior documentation.
  • Carry out this processfor ATI and Ounass as well as carry out many of the above functionswhen supporting our JV partners and Logistics team ifnecessary.

2. Lease AgreementManagement (new locations and leaserenewals)

  • Carry out preliminary legalreview/compare ensuring all agreed commercial terms are as per thesigned proposals and standard ATG clauses are correctly reflectedin the lease prior to ATG Legal review andcomments.
  • Liaise with BU Finance ATG InsuranceOperations and ATI Projects teams to confirm details within theLease are aligned and acceptable.
  • Providereview outcome to Leasing Manager for review along with commentsfrom Legal Finance Commercial Insurance and Projects so that theLeasing Manager may negotiate the relevantpoints.
  • Complete final check of leasedocumentation to ensure alignment with agreed terms and share finaldraft and comments to ATG legal for review andapproval.
  • Prepare and circulate the LeaseAgreement for initialling and signature including preparing thecover note summarising key pertinent points for senior managementvisibility (checked by Leasing Manager once produced and signed byLeasing Director)
  • Track the circulation of thelease documents with the relevant department secretaries and followup when necessary to ensure a timelycompletion.
  • Issue signed Lease Agreementsdocumentation and cheques to Landlord. Following up with theLandlord for the executed of the Lease and the issuance of theMunicipality documents.
  • Ensure the suitablefiling storage and distribution of executed leases and municipalitydocuments.
  • Update JDE Entries and uploadexecuted copies of the Lease documents.
  • Carryout this process for ATI and Ounass as well as carry out many ofthe above functions when supporting our JV partners and Logisticsteam.

3. Municipality ContractManagement (e.g. ADGM Ejari Ejar andTawtheeq)

  • Carry out preliminary legalreview/compare and coordinate with Leasing Managers and ATG Legalensuring all agreed commercial terms and standard ATG clauses arecorrectly reflected in the MunicipalityContracts.
  • Manage access to Municipalityportals.
  • Upload signed documents and approvescontract onto Municipality portals once ATG Legal approval isreceived.

4. Lease AmendmentsAddendum & Termination

  • Reviewamendments against commercial requirements and make recommendationsto Leasing Manager and Leasing Director ensuring all standard ATGclauses are reflected in the documents.
  • Confirmdetails with Commercial Team Insurance BU Finance Operations andProjects Team.
  • Coordinate with ATG Legal forreview and comments.
  • Manage payments andfollowups with landlords for the return of the fully executedamendments addendum and terminationdocuments.
  • Carry out this process for ATI andOunass as well as carry out many of the above functions whensupporting our JV partners and Logisticsteam.

5.Payments

  • Coordinate with Landlordensuring proper documents are submitted/uploaded on the portal tocreate the vendor.
  • Create vendor master recordsand enter new lease details intoJDE.
  • Coordinate with respective FinanceDepartment to ensure all rental payments as per proposal and leaseare processed on time and disbursedaccordingly.
  • Prepare payment breakdowns forFinance validate and request payments fromDCO.
  • Manage bank guarantee requests fromrequest to production and work with Landlord finance team to agreeformat.
  • Prepare cover letters scan cheques andissue rent cheques to LL. Ensuring that proof of receipt iscollected/secured (a businesscritical activity due to associatedrisk of potentially losing tradingstores).
  • Coordinate and follow up onreplacement cheques manage bank guarantee cancellations andrefunds.

6. DiaryManagement

  • Responsibility for trackingand advising of upcoming Lease renewal dates. Informing the LeasingManager of the pending renewal min 6 months inadvance.
  • Coordinate internal and externalmeetings and book meeting rooms.

7.Travel

  • Arrange travel and hotelbookings.
  • Handle visaapplications.
  • Process LPOrequests

8. Reporting and SupportResponsibilities

  • Prepare weekly andmonthly reports (STR Renewal STRrenttosales).
  • Assume full responsibilitymaintaining accurate full Leasing database contact detailsfinancial information brand and developmentspresentation.
  • Recommend improvement to Leasingprocess.
  • Prepares formal correspondence tolandlord issuing letters and other relevantcommunication.
  • Disseminate relevant informationreceived to concerned personnel anddepartments.
  • Communicate regularly andproactively with Leasing Director and LeasingManagers.
  • Prepare detail summary of lease andproposal commercial terms and other adhocreports.
  • Maintain and manage Leasings recordstorage and collection.
  • Manage departmentstationeryrequests.

AboutYou

The successful candidate shouldhave the below education skills andexperience:

  • Bachelor degree inBusiness Administration Real Estate Management or relatedfield.
  • Minimum of 5 years of leaseadministration experience in retail leasingindustry.
  • Proficiency in JDE or similar ERPsystem
  • Fluency in English and Arabic is anadvantage
  • Strong understanding of leasingprocesses and legal requirements for new stores and existing storesrenewals.
  • Excellent coordination andcommunication skills.
  • Attention to detail andability to manage multiple tasksefficiently.

AdditionalRequirements

  • Strongleadership and interpersonal skills
  • Proventrack record of building collaborative working relationships withinternal and external stakeholders.
  • Ability toevaluate business opportunities and identify potentialrisks.
  • A proactive approach andinitiative
This jobhas been sourced from an external job board.
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