Leasing Administrator
4 weeks ago
Summary:
A Leasing Coordinator: is responsible for providing support to the Property Management Team with regards to Site Condition Management, Stakeholder and Supplier management, Risk & Regulatory Management, Project Revenue & Financial Management, Administration & Reporting and Occupancy & Lease management.
**Responsibilities**:
**Site & Property Management**:
- Coordinates with FM & service providers for PPM.-
- Ensures that PPM certificates are maintained and carried out as per the schedule-
- Coordinates the reviewing of drawings with FM - fitouts-
- Dedicate all kind of issues.-
- Ensure the quality of our Signage as per the policy.-
- Notify supervisors of any anomalies or discrepancies that relate to the site.-
- Manage all move in/out on site.**HSE & Financial Management**:
- Supports the Property Manager in procurement activities-
- Prepares RAQ/RAP’s and the supporting paperwork-
- Ensures that all contracts are maintained.-
- Informs the Property Manager of contract expiry 120 days prior to the end date of the contract-
- Follows the procurement policy at all times.-
- Send Invoices & collect payments.-
- Remind on payment status.-
- Ensures that all HSE documents are maintained and up to date and the correct follow up is being followed-
- Ensures all tenants HSE documents and reports are up to date and follows up as appropriate-
- Detects health and safety breaches and reports them-
- Assists the Property Manager in the preparation of the annual fire drill-
- Assists the Property Manager when preparing incident reports, HSE reports and fire drill reports-
- Ensures that all documentation pertaining to compliance is maintained and up to date at all times**Leasing & Occupancy**:
- Prepares offer to lease-
- Prepares schedules of condition-
- Prepares all supporting paperwork related to new leases-
- Ensures that all KYC forms are signed and the correct information is supplied-
- Cross checks all information registered in the KYC documents and corresponding paperwork-
- Coordinates the signing of leases-
- Ensures all related paperwork accompanies leases (compliance documentation, payments, acknowledgment forms)-
- Prepares Ejari contracts-
- Prepares lease renewal notices-
- Coordinates viewings-
- Follows up on fit out status-
- Uploads and maintains lease documentation on the software**Administration and Communication**:
- Ensures all documents are maintained using the correct software-
- Ensures all tenant related documents are maintained on the correct software and in their respective hardware files.-
- Ensures all documents are submitted on time for each document run-
- Ensures all paperwork is accompanied with the correct forms - acknowledgment forms, request forms etc.-
- Responsible for ensuring that the correct information in input in the monthly report-
- Ensures that the report is submitted on time-
- Ensures that the weekly reports have up to date information-
- Ensure the scheduling of matters are sent on a weekly basis.
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