Executive - Asset Management

Dubai World Trade Centre

Core Duties & Responsibilities

• Monitor deadlines and provide notices to appropriate parties
• Preparation and issuance of lease agreement is within 24 hours (working day) upon receiving BOD approval / request
• Ensure approvals and authorizations are obtained and executed on time
• Send renewal notice report to commercial division 122 days prior to expiry
• Review of leases and schedule of payment in the property management system for accuracy of input
• Review the leasing process from Leasing Offer to Payment
• Prepare termination/expiry letters as when required
• Inform concerned team/department when move in & out of Tenants
• Requires keeping all papers, records updated. Should have the ability and flexibility and integrity to keep all the records of the Tenants in proper files and proper place
• Should organize so that all the required documents can be produced as and when requested
• Issue Ejari for long term apartments Tenant
• Keeping track of renewals and ensuring notices are sent in timely manner.
• Update Tenant data
• For legal related- prepare legal cases when needed, ensure timely & accurate submission of all documents for legal review and coordinate with legal for any specific change or requirements in the lease agreement
• Frequent follow ups with commercial division to ensure quick and effective turnaround of the leases related process and formalities
• Communicates and coordinates corrective systems actions which involve system enhancements or process change

Communication & Tenant Relation

• Maintain friendly and good effective professional verbal /written communication with internal/external stakeholders
• Always represent the company in the highest professional and ethical manner
• Ensure corrective action is taken based on the performance evaluation
• Coordinate all legal, finance and administration matter between departments
• Provide accurate and valid information by using the right methods and tools.
• Implement process fixes/changes as needed promptly
• Ensure prompt response and action to Tenants/Clients requests and issues.
• Highlight and escalate issues/ request that needs to be addressed to your line Manager
• Response/acknowledgement to emails within 3 hours
• Action/closure with 1 working day
• Escalate cases that need to be addressed to Line Manager within 2 working days
• All escalated cases should be addressed with suggestion/solution

Document Control, Trackers & Reports

• Coordinate with the team to ensure documents for management initialization approval is done on timely manner
• Provide MDR second day of each month
• Provide weekly/monthly report as requested by the Line Manager
• Maintain and file department documents under safe custody without any damage or deterioration with easy traceability with fast retrieval of documents
• Complete filing on daily basis
• Maintain Trade License / Insurance Copy/ Passport copy and ensure 95% updated in our records
• Implement process fixes/changes as needed promptly
• Maximum use of ERP system to handle activities through the system and reduce the amount of manual work
• Automate the current manual process using our existing system
• Prepare letters/memo and email communication as per Line Manager instruction
• Chaise Line Manager if response dependent on any decision and keep the Tenant posted on your follow up
• Maintain the filing system in a professional and orderly manner and review it as when required to ensure its effectiveness

Revenues and Collections

Raise request for invoice and ensure it is received on time with correct billing and figures information

Operating Environment

• Office Based Job
• The physical location is within the Dubai World Trade Centre (DWTC)