Real Estate Coordinator

1 week ago

Dubai, Dubai, United Arab Emirates Ghobash Group Full time
Job Summary

We are seeking a highly organized and detail-oriented Real Estate Coordinator to join our team at Ghobash Group. As a key member of our property management team, you will be responsible for providing exceptional administrative support to our leasing and administration department.

Key Responsibilities
  • Leasing and Administration Support
    • Handle and receive all leasing inquiry calls, visitors, and respond to messages, schedule meetings, and respond to requests for information.
    • Record all customer inquiries received by calls, walk-ins, emails, and WhatsApp in our CRM system, then assign the leads to the respective Sr. leasing executive.
    • Ensure the issuance of Ejari certificates on the same day of lease signature/approval by the Landlord.
  • Administrative Support
    • Support the department in day-to-day operations management.
    • Ensure the administration tracking, reporting, and documentation.
    • Forward the lease agreement and cheques to Finance along with all supporting documents.
    • Maintain an Excel report for all cheques received.
  • Communication and Customer Service
    • Ensure all agents/brokers agreements are still valid or if required to renew and issue the NOC.
    • Share the daily availability list with all registered brokers and internal marketing team.
    • Ensure all supporting documents for any lease agreement are attached, complete, and according to our policies and procedures.
  • Training and Development
    • Train the office boy to assist in filing and maintaining documents, forms, records, create databases, sort, label, file, and retrieve documents, or other materials, and produce presentations, reports, and documents.
  • Reporting and Analysis
    • Ensure the tenant's data and requests are updated daily aiming for set closing KPIs.
    • Create letters as required by the leasing department.
    • Attend any leasing meeting, document minutes of the meeting, sign and circulate, then forward to the department head and GM office.
  • Customer Service and Communication
    • Handle and receive incoming calls, visitors, and relay messages, schedule meetings, respond to requests for information, determine which priority matters, and alert the LM/GM accordingly.
    • Work closely with Management and the team on individual tenant matters.
    • Coordinate and perform clerical functions, write all necessary governmental letters, and meet the entire office administrative request to ensure the smooth running of the operation.
  • Documentation and Record-Keeping
    • Prepare and maintain executives' schedules, attend department meetings, and prepare meeting logistics in order to record notes and monitor action plans arising from the team meetings.
    • Create and maintain a system of tracking expiration dates of leases. Track all changes or adjustments necessary to lease documents received (Amendments, Addendums, etc.).
  • Quality Control and Assurance
    • Maintain verbal and written communications with tenants and internal departments.
    • Forward the non-renewal cases and the non-payments of cheques to the concerned.
    • Ensure the tenant's data and requests are captured by the system and updated regularly aiming for set closing KPIs.
  • Reporting and Analysis
    • Process all correspondence/communication received from tenants. Maintain a tracker for tenant communication through the system.
    • Prepare details of the cases as required and reports.
    • Ensure all tenants' lease documentation is updated and in place.
  • Monitoring and Evaluation
    • Monitor tenancy administration works including lease preparation, renewal, and lease restructuring.

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