Assistant Manager – Lease Administration
Location: Dubai, AE
Company: Al Futtaim Private Company LLC
Job Requisition ID: 156406
Established in the 1930s as a trading business, Al-Futtaim Group today is one of the most diversified and progressive, privately held regional businesses headquartered in Dubai, United Arab Emirates. Structured into five operating divisions; automotive, financial services, real estate, retail and healthcare; employing more than 35,000 employees across more than 20 countries in the Middle East, Asia and Africa, Al-Futtaim Group partners with over 200 of the world’s most admired and innovative brands. Al-Futtaim Group’s entrepreneurship and relentless customer focus enables the organization to continue to grow and expand; responding to the changing needs of our customers within the societies in which we operate.
By upholding our values of respect, excellence, collaboration and integrity; Al-Futtaim Group continues to enrich the lives and aspirations of our customers each and every day
Overview of the role
This role is responsible for ensuring complete customer satisfaction in the transaction and improving the performance, productivity & efficiency of the process through the provision of effective methods and strategies.
Provide administrative support services to the Commercial Assets Department (Leasing, Property Management, Tenant Coordination) for the successful implementation of the Leasing strategy. This includes overseeing preparation of Leasing Legal contracts/documentation; entering Lease information in Yardi and Ejari; generating weekly/monthly/Leasing/Property Management reports as when required by Management. Also, to act on behalf of the Landlord as his representative to coordinate commercial and retail Tenants on designs & fitout, to ensure these are compliant with the Landlords specifications, design guidelines and lease requirements, so the Tenant opens on the required office/shop opening date. Coordinate with commercial tenant and internal departments (FM & PM) to ensure move-in/outs are completed as per policy.
What you will do
Prepare and implement administrative processes and procedures to support the Commercial Dept in achieving the overall Leasing strategy.
Coordination with other departments to facilitate good working relationships and provide accurate and prompt support to the Asset Management and Property Management Team to facilitate the efficient operating of the department.
Work closely with EIT Team and external consultants to identify policies and procedures to improve the current process to ensure best practice:
Commercial Leasing Process manuals/policies – Process champion
Car Parking processes
VAT Compliance Program and Simulation runs
Expert Users – Ariba Procure to Pay Implementation
Yardi – Super User
And any other systems required by Management.
Yardi – Ensure all Lease contract information is 100% accurately recorded in Yardi system including new leases; amendments; terminations; etc. Liaise with Finance and STS departments to ensure recorded information is error free and correctly formatted in order to generate accurate reports from the Yardi system.
Ensure that new and renewal Lease documentation including Surrenders or Side Letters, LAF, DS or any other Legal document is prepared in accordance with the SOP and is signed by the authorised person as per the DOA in order to avoid any litigation.
Awareness of local legal procedures and practices, ensuring that these are upheld and/or not contradicted in Lease terms. Awareness of Dubai Land Department (RERA) rules and regulations.
Ensure that new and renewal Lease/ CPL documentation is prepared in accordance with the business Policy & Procedures and is authorised as per the DOA (including Lease Agreements, Amendments, DOT, DOS, CPL, and all required legal / leasing documents within the agreed timelines requested by management.
Assist the Senior Asset Manager in marketing and advertising of vacancies to attract new/ potential tenants and preparation of leasing documents, such as Lease proposals (LP), Lease Approval Form (LAF) and Deal Summary (DS).
Ensure on-line filing system is in accordance with business guidelines and files are appropriately saved online (Yardi, Projectwise; etc) and hardcopy filing system for Original Leases and correspondence and ensure that there is an effective system in place for tracking and retrieval.
Payments – ensure that all cheques and fees payable with Lease documentation (including Surrenders) are current and correctly dated prior to passing documents for execution.
Targeting Existing Tenants/ Payments: Follow-up with all Existing tenants, local and international, for the signed Lease documents along with the payments.
Debt Management/ Finance reports: Assist the Credit Control team to manage the debtor’s recoveries/ bounced cheques/ file legal and criminal police cases along with Legal department.
Act on behalf of the Landlord as his representative to coordinate Tenants designs & fitout, to ensure these are compliant with the Landlords specifications, design guidelines and lease requirements
Required Skills to be successful
5-6 years in an executive Admin role with sound knowledge of Real Estate admin/ or legal practices.
Good understanding of IT systems, databases, financial data and Excel
Related: Sonographer at Al Futtaim Dubai
What equips you for the role
Degree holder or suitable experience gained in a similar role.
Ejari and DSR certified.
About Al-Futtaim Group Real Estate
The real estate development and operations arm of Al-Futtaim, Al-Futtaim Group Real Estate is responsible for a multi-billion-dollar portfolio across MENA. With high-quality residential, business, retail, tourism, educational and healthcare developments, the master developer caters to the diverse needs of cities and communities in the region. From origination, conception, development, sales, procurement and construction of mega-projects and the leasing, operation and management of these projects after completion, Al-Futtaim Group Real Estate (AFGRE) has been developing and managing owned landbanks, unlocking the economic potential of the region and contributing to future development for more than 40 years.
Our focus is to enable and invest in meaningful relationships to make our properties the best places to live and work, build additional products and services and enable partnerships to create true value to our customers throughout their entire experience with us.
AFGRE is responsible for master planning of all projects in its portfolio, including two large scale mixed use destinations: Dubai Festival City and Cairo Festival City.
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