DHAM_Retail Leasing Administration.Manager - Leasing Administration

DHAM_Retail Leasing Administration.Manager - Leasing Administration

United Arab Emirates

Job Description

• Support the development of leasing administration policies, processes, standard templates, procedures and formats by providing inputs on the leasing administration aspects within the leasing process in order to improve the overall quality of overall leasing practices within DHAM.
• Manage the administrative implementation of all leasing schedules, systems, process and procedures for the department for streamlining of Leasing practices.
• Ensure the leasing administration process is up-to-date and reflects any changes in company policy and/or UAE law.
• Implement and manage the timely planning, organizing and execution of all lease administration services across the division, like management of all leasing documentation, lease amendments, lease renewals, extensions, expansions, downsizing, terminations and repossessions.
• Manage the planning and organizing of lease administration activities to ensure that all leasing procedures are followed by staff in executing all leasing administration activities.

New Lease / License Proposals and Renewals

• Ensure the team receives lease / license proposals as applicable from Leasing team and review supporting documents attached with the signed proposal.
• Ensure all documents are scanned and uploaded in the shared drive and Yardi.
• Ensure the team checks the terms & conditions in the signed proposal are in accordance with the approved info sheet and file notes etc.
• Conduct random review of leases and license agreements before they are sent for tenant signatures.

Lease Amendment / Termination

• Monitor the coordination for the legal notices to be sent to tenants in the event of default and ensure adherence of these notices to all legal requirements in conjunction with the Property Management department as required.
• Ensure that the customer queries are responded to regarding amendments, novation and cancellation, partial termination.
• Ensure that the amendment letter, novation agreement is reviewed timely.
• Oversee the coordination with tenants and property management for completion of handover formalities in case of partial terminations as required.
• Develop tenant relations through proactive lease transaction support ensuring accurate and timely completion of transactions.
• Oversee to ensure the coordination with Legal department for agreements as per agreed time frame.
• Work closely with other departments to ensure all agreements comply with company guidelines, budgets and appropriate approvals.

Documentation & Filing

• Ensure lease contracts are effectively tracked, produce the supporting documentation for new leases and lease renewals.
• Ensure the database and filing system for the Leasing Administration department updated at all times.
• Ensure the lease document management system is kept up to date with all new leasing deals for specific developments.
• Oversee the upkeep of records relating to all communications to the tenants.

Reporting

• Ensure the preparation and review of periodic reports and ad-hoc analysis on Leasing activities for Senior Management review and action.
• Provide MIS reports on status of Leasing status to the Management as and when required.

Continual Improvement & Customer Satisfaction Enhancement

• As a subject matter, drive the continuous improvement of systems and processes in close collaboration with other internal departments.
• Manage, review and report to the Executive Director – Corporate Services on the effectiveness of leasing administration procedures and applicable leasing systems (Yardi) to identify opportunities for continuous improvement.
• Continuously and constantly review client satisfaction of the leasing process and identify opportunities to increase client satisfaction.
• Continuously and constantly review all leasing transactions, deals, agreements and approvals to ensure completeness and accuracy of transactions.

Knowledge & Experience

• Bachelor’s degree in business administration or any related field.
• Minimum 8 years of experience in lease administration with a strong background in UAE lease laws and regulations
• Knowledge of Oracle / Yardi / Salesforce systems.
• Strong communication skills in English and preferably in Arabic.
• Knowledge of RERA and applicable regulations.
• Good understanding of leasing contracts.
• Advanced customer relations and customer service orientation.
• Excellent skills in data collection and management.