Leasing Administrator

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:

In this position, you are responsible for:

• Executing the tactics of the AFGRE Leasing Admin strategy that is aimed at meeting AFGRE’s overall objectives.

• The accurate completion of paperwork of current and prospective tenants.

• Updating of data into Yardi

You will also ensure that you:

• Are familiar with a variety of the leasing field's concepts, practices, and procedures.

• Consistently apply your experience and judgement to plan and accomplish goals.

• Effectively work with the team and support departments.

Job Context:

In this position you will operate within the boundaries of:

• the agreed departmental budgets and targets

• relevant policies and procedures

• the stipulations of the Delegation of Authority (DOA)

• legal parameters as specified by the Al-Futtaim Legal Department

What you will do:

Legal:

Arranging Documentation: Ensure that documents required are completed (Booking Form, Booking Deposit Receipt, Tenant Information Sheet, Valid Passport Copy with Visa Page Residence, Correct Lay-out, Trade license copy for Corporate Booking, Power of Attorney for Authorize Signatory and Allotment Letter for Al Futtaim Staff). Prepare LAF for higher management signature. Prepare lease agreement contract as per the approved LAF. Collect payments and issue receipt. Dispatch tenant's executed copy. File tenants documents (LAF & Lease Agreement) according to the property and unit number

Asset/Property Management: Assisting the Leasing Admin team to draft all hardcopy correspondence and documentation with regard to the lease agreements that are to be renewed or re-geared, as above.

Special Projects: Ownership of a limited number of leases, based on volume, to be processed and executed.

Reporting:

Progress Reports: Assists the Leasing Admin team on the preparation of the progress reports on weekly/monthly/annual basis as appropriate, including tenancy schedules, renewal schedules, rent concession sheets, and tracking sheets.

Brand Profiles: Maintenance of a Brand Profile Log and responsible for receiving “Shop Application Form” from prospective tenants. Communication with prospective tenants will be required.

Administration: Assist the Leasing Admin team in updating tracking sheets, preparing presentations as well as LPO’s. Also responsible for inventory management of office supplies & replenishment, hard & soft filing for Retail & Commercial Portfolios and other ad hoc admin tasks as set by the Lease Admin Manager

Financial Data Entry and Maintenance

In collaboration with the Leasing Admin Manager, is responsible for data entry and maintenance of records as follows :

Ejari: Responsible for inputting of all lease contracts (for Commercial and Retail) in Ejari system.

Required Skills to be successful:

Job-Specific Skills:

• Sound knowledge of Leasing procedure and practices in local market
• Good grasp of hard and soft filing systems
• Excellent written and spoken English

Behavioural Competencies :

Leasing programme implementation:

• Deliver and manage effective customer relationships and infrastructure for same

Measuring effectiveness:

• Establish, promote and use metrics to improve effectiveness
• Create and use a system of critical review to make more informed future decisions

Managing people:

• Manage self
• Manage cross-functional relationships effectively

What equips you for the role:

Minimum Qualifications and Knowledge:

• Degree or equivalent level of education in any discipline preferable but not mandatory, dependent on previous experience and aptitude.

Minimum Experience:

• 1-2 years as a Leasing or Administration professional

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.