Property Executive

Job description / Role

The Property Executive is responsible for providing administrative and clerical support to the APM and PM in relation to all leasing activities in the assigned properties.

Leasing Administration Support:
- Preparation of Ejari Tenancy agreement and lease terms and conditions for new and renewal tenants.
- New Tenants | Coordinate with APM to receive all tenant documentation, payments and lease agreement
- Create new tenant account in SIMs and prepare receipt for payments.
- Monitor renewals monthly by extracting information from SIMs. Complete monthly renewal spreadsheet with relevant RERA data and obtain approval.
- Prepare Renewal Notice, distribute and follow up on notices | ensure renewals are completed on time.
- Send Ejari Tenancy agreement to tenant and ensure timely collection of the agreement and related payments and updated documents as per KPIs
- Renew lease agreement in SIMs and prepare receipts for payments
- Prepare weekly all lease agreements (with relevant rent approvals) with payments and receipts for Head of Real Estate approval and CFO signature.
- Monitor expired contracts and escalate as per SSI policies and procedures.
- Issuing keys to technicians/vendors/APM, keeping logs of who has keys and ensuring return of said keys
- Drafting Memos, letters and/or making phone calls to Tenants related to lease issues.
- Coordinate with tenants on any requests by communicating effectively by email and phone and escalate any matters to the APM where needed.
- Maintains relationships with RERA, Land Department and related Institutions and keeps abreast of new rules and regulations.
- Maintains hard and soft copies in the associated hard copy folder and designated online shared folder the updated tenant’s personal document, receipts, lease agreements, invoices and other tenant related documents
- Ensure the collection of expired documents and update, monitor and maintains the Tenants’ information details on the online database.
- Maintain hard copies and soft copies of all other relevant documents related to the assigned buildings.
- Liaises with Internal and External Auditors in the preparation for Annual Audit.
- Coordinates with Admin and Procurement department on incurred insurance claims for properties. Coordinates with concerned managers (FM & Leasing) on collection of required documents for timely settlement of claims as and when required.
- In coordination with APM and Tenant, collect all move out documents and follow PP for processing of tenant final settlement.
- Provide back-up and/or assistance for various administrative duties as needed.
- Perform general copying, scanning, faxing, and filing functions as needed.
- Provide office support and coordinate with tenants during the APMs absence in the office
- Assist with any special projects and other administrative duties as requested.

Requirements

- Bachelor degree in Administration, Real Estate or equivalent.
- Minimum 5 Years’ experience in a Real Estate Administrative Position
- Real Estate Laws and RERA. Understanding of best practice leasing procedures, document and data management
- Proficient in Microsoft office applications
- Attention to detail

About the Company

Ahmed Seddiqi & Sons is a family owned entity with a large portfolio of Swiss Watch brands. Thanks to its brand strategy and the vision of the late Mr. Ahmed Seddiqi, Ahmed Seddiqi & Sons has enjoyed a steady expansion since its inception in the late 1940s.

At the group, we believe that each employee contributes to the growth and success of the company, and this is evident with the strong and loyal workforce of 480 plus employees, some of whom have been with the organization since 1968.

Ahmed Seddiqi & Sons is the largest distributor of Swiss Brand watches in the Middle East. We offer world-class and exquisitely designed watches and jewellery. From a humble beginning of a single store in 1950s, today Ahmed Seddiqi & Sons portfolio consists of over 50 prestigious brands across 52 locations in the UAE.