Assistant Property Manager

7 months ago

Ajman, United Arab Emirates Emirates Properties Full time

**Job Title: Assistant Property Manager**

**Operational Objective**:
To set performance goals for our property assets and to establish systems to monitor performance against these goals. The below mentioned functions and their regulations are given to help you understand your Job scope and responsibilities for executing the same in the mentioned time span.

**Scope & General Purpose**

This includes all facets of property and tenancy management including leasing, tenant coordination, drafting and monitoring of leases, administration, collecting rents and taking steps to recovery the expenses.

**Key functional activities**
- Oversee and direct the management of all residential, retail and commercial properties, with the primary objective of increasing the operational efficiencies, customer satisfaction and long-term shareholder value.
- Conduct all business in accordance with company policies and procedures and provide support for all aspects of day-to-day activities towards assigned properties.
- Prepare and submit property annual operating budget each November 1st for the following year. Such Annual Operating Budget shall include projected sources of revenues, vacancy rates, operating expenses, reserve requirements, and other expenses associated with the operation of the property.
- Prepare monthly property reports, and shall analyze such reports to anticipate problems with cash flow or overruns and deficiencies within specific categories itemized in the Annual Operating Budget.
- Update Management regularly for the purpose of reviewing policies and management procedures, and discussing problems or concerns related to the properties.
- Develop & implement strategies for revenue / income generation from the properties.
- Conduct local and sub-market analysis for existing inventory and competitive properties to ensure accurate marketing and competitive pricing with regards to market rent, tenant improvements, rental abatement, etc.
- APM shall work with Leasing Manager to make decisions affecting the operation of the property or tenant relations, in cases where other specific methods for such decision making is not stipulated in the tenant lease or the Management Plan.
- Ensure tenants comply with provisions of Lease Agreement and negotiate with clients terms and conditions ensuring company’s reputation is maintained.
- Act as an escalated point of contact for tenants between property team and senior management and maintain good relationships with them.
- Develop monitoring tools to capture tenant complaints and to ensure any issues are resolved within the defined timeline.
- Run annual customer surveys and develop plans to tackle potential issues raised.
- Upon notification by Facilities Manager, APM shall develop a course of action to address required expenditures, which were either not budgeted or would bring the Project over budget.
- Analyzes Market Plan, Project positioning, proposed pricing suggested by Leasing or Property Management team and Recommend approval.
- Monitor rental levels against the current rental market.
- Implement leasing and property management procedures.
- Ensure that property management team complies with ethical standards and code of conduct.
- Manage process of rent collection & ensure credit control.
- Make efforts to minimize the number of rental arrears and court appearances.
- Assures the maintenance and up keeping of the properties.
- Monitor the preventive maintenance plan for the properties.
- Report to line manager any escalated or non-compliance by team or Tenant in relation to use and occupancy of property.
- Conduct weekly management meetings to discuss prospects, properties and share ideas with the Property Management team.
- Assures right level of property insurance.
- Monitor Property Administrator’s performance vs. competitive set and market potential; visits properties at least once per month.
- Analyse operations to evaluate performance of the company and its staff in meeting objectives, and to determine areas of potential cost reduction, program improvement, or policy change.
- Build and develop a customer focused core culture with a strong service ethic.
- Ensures the maximization of Net Operating Income of managed portfolio.
- Responsible for all leasing process from introduction / initial lead to the actual move in / occupancy of the resident and maintains communication throughout the tenancy period.
- Oversees completion of all necessary paperwork and ensures proper customer service.
- To be responsible in attending to Tenants requests for services on lease and tenancy matters and gather feedback to improve products and services.
- Minimize lost lease revenue/ revenue days and to Minimize the level of vacancies and target less than 2% vacancy across the portfolio. Assures a high occupancy rate through quality service retaining existing tenants and promoting/closing in time new agreements.
- Identify and bridge contracts & penalty / service charges /

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