Real Estate Coordinator

Job Responsibilities:

1. Handle and receive all leasing inquiry calls, visitors, and reply to messages; schedule meetings and respond to requests for information; determine priority matters and alert the line manager accordingly.
2. Record all customer inquiries received by calls, walk-ins, emails, and WhatsApp in CRM, then assign the leads to the respective Sr. leasing executive.
3. Assure issuance of Ejari certificate on the same day of lease signature/approval by the Landlord.
4. Support the department in day-to-day operations management.
5. Ensure the administration tracking, reporting, and documentation.
6. Forward the lease agreement and cheques to Finance along with all supporting documents.
7. Maintain an Excel report for all cheques received.
8. Ensure all agents/brokers agreements are still valid or if required to renew and issue the NOC.
9. Share the daily availability list with all registered brokers and the internal marketing team.
10. Ensure all supporting documents for any lease agreement are attached, complete, and according to the policies and procedures.
11. 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, etc.
12. Maintain written communications with tenants and internal departments.
13. Ensure the tenants' data requests are updated daily aiming for set closing KPIs.
14. Create letters as required by the leasing department.
15. Attend any leasing meeting, document minutes of the meeting, sign and circulate, then forward to department head and GM office.
16. Handle and receive incoming calls, visitors, and relay messages; schedule meetings, respond to requests for information, determine priority matters, and alert the LM/GM accordingly.
17. Work closely with Management and the team on individual tenant matters.
18. Coordinate and perform clerical functions, write all necessary governmental letters, and meet all office administrative requests to ensure the smooth running of the operation.
19. 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.
20. Create and maintain a system of tracking expiration dates of leases, tracking all changes or adjustments necessary to lease documents received (amendments, addendums, etc.).
21. Maintain verbal and written communications with tenants and internal departments.
22. Forward the non-renewal cases and non-payments of cheques to the concerned parties.
23. Ensure the tenants' data requests are captured by the system & updated regularly aiming for set closing KPIs.
24. Process all correspondence/communication received from tenants. Maintain a tracker for tenant communication through the system.
25. Prepare details of the cases as required and reports.
26. Ensure all tenants' lease documentation is updated and in place.
27. Monitor tenancy administration works including lease preparation, renewal, and lease restructuring.

Qualifications:

Bachelor's degree in any discipline from a recognized university.

Additional Information:

• Strong communication skills (internal & external).
• Time management skills.
• Ability to handle multiple tasks, interact with personnel on all levels, and troubleshoot.
• Organized and able to work independently.
• Highly detail-oriented.
• Strong organizational skills.
• Must observe confidentiality of personnel and company matters.

Remote Work:

No

Employment Type:

Full-time