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Leasing Administration Specialist
2 weeks ago
We are looking for a talented and experienced professional to join our team as a Leasing Admin Specialist. In this role, you will play a crucial part in our Retail Division success, ensuring smooth operations and effective leasing strategies. Your expertise in leasing agreements and contract negotiations will be a key asset, helping us secure favorable terms and maintain strong relationships with our stakeholders. You will be govern and control end-to-end leasing lifecycle, from initial proposal to portfolio management. This role is the central control point for ensuring all leasing activities are commercially viable, legally complaint and strategically aligned, while driving operational excellence and continuous improvements within the functions.
Responsibilities
1. Strategic Lease Proposal Management
Lead the end-to-end preparation and assessment of new leases and renewal proposals, evaluating commercial viability and legal aspects.
Conduct in-depth comparisons of proposed versus existing terms, highlighting key variances, risks, and financial implications.
Consolidate internal and external feedback into clear recommendations for the Leasing Director and Leasing Managers.
Liaise directly with ATG Legal and cross-functional departments to ensure proposals meet ATI standards and adhere to critical ATG legal points.
Oversee full execution of proposal approvals, ensuring compliance with internal governance frameworks and timely landlord correspondence.
Manage translation and verification of bilingual lease documents to ensure accuracy and consistency.
2. Lease Agreement Oversight and Governance
Perform advanced review of lease agreements, confirming alignment with approved proposals, commercial standards, and ATI vital clauses.
Act as the key liaison between Leasing, Legal, Finance, and Operations for validation of terms and conditions.
Provide structured executive summaries for management review, highlighting financial exposure and strategic considerations.
Ensure all executed documents are accurately recorded, digitally archived, and reflected within JDE and internal databases.
Maintain oversight of lease documentation quality and compliance, acting as the primary control point before final execution.
3. Municipality Contract Administration (ADGM, Ejari, Ejar, Tawtheeq)
Ensure timely and accurate preparation of municipality contracts in full compliance with relevant regulatory bodies.
Manage portal access, submission workflows, and approval tracking with precision and accountability.
Oversee the integrity of all contract uploads, ensuring alignment with legal-approved documentation and internal audit requirements.
4. Lease Amendments, Addendums and Termination Control
Independently review all lease variations for commercial and legal accuracy, ensuring they reflect business requirements.
Coordinate with Legal, Finance, and Commercial to secure approvals and track execution.
Oversee documentation flow and ensure all modifications are logged and auditable for future reference.
Maintain structured records of all amendments and termination documents in alignment with company policy.
5. Financial Control and Payment Administration
Oversee vendor creation, lease setup, and data accuracy within JDE to ensure seamless financial processing.
Validate payment schedules, rent breakdowns, and associated guarantees prior to submission for approval.
Manage bank guarantees, renewals, cancellations, and refunds in compliance with corporate risk frameworks.
Ensure secure handling and documentation of cheque deliveries and receipts, maintaining clear audit trails.
Support Finance in reconciling landlord payments, deposits, and rent escalations.
6. Renewal Tracking and Portfolio Monitoring
Maintain a proactive lease renewal calendar and alert system to ensure timely renewal discussions and decisions.
Develop dashboards and summary trackers that provide senior management with portfolio visibility and renewal exposure timelines.
Coordinate renewal actions across multiple entities, ensuring alignment with broader business strategies.
7. Administrative and Travel Coordination
Oversee travel, visa, and accommodation logistics for Leasing team requirements, ensuring adherence to policy and budget.
Prepare and process departmental LPOs and maintain accurate expense documentation.
8. Reporting, Governance and Continuous Improvement
Prepare high-level leasing reports and management dashboards, including STR, Renewal STR, rent-to-sales analysis, and portfolio summaries.
Ensure the accuracy and completeness of all leasing data across reporting systems.
Draft professional correspondence, presentations, and briefing notes for senior management and external stakeholders.
Act as the process champion for leasing operations whilst continuously reviewing and refining workflows to improve efficiency and control.
Identify risk areas in document flow or approvals and propose procedural enhancements.
Maintain all physical and digital lease archives in accordance with audit and confidentiality requirements.
Bachelor degree in Business Administration, Real Estate or a related field is preferred.
Minimum 5years of experience in leasing, with at least 3years in the retail industry.
Excellent decision making skills, with the ability to work under pressure and manage multiple priorities.
Ability to review and analyse contracts manually and identifying potential risks.
Eye to details and level of accuracy.
Strong communications and interpersonal skills, with the ability to build relationships with stakeholders.
Wiliness to learn and adapt to new systems and process, staying updated on industry developments.
