Tenant Relations Executive
Al Futtaim Group
Total years of experience :15 years, 6 Months
TENANT RELATIONS EXECUTIVE:
Al Futtaim Malls
Nov 2021 - Present
Duties:
• Responsible for Tenant Support - Rent Relief Submissions, Rent Relief - budget, eligibility, Analysis, PCL, LAF, execution.
• Footfall, Sales, and Rent Relief Budgeting & Forecast
• Responsible for Debtors Provision
• Enquires on Marketing and support.
• Upload Offers/ Promotions/ Special Deals
• Send monthly Marketing Activations & handle follow ups.
• Collecting Gifts/ Prizes/ Vouchers for various campaigns and continuous follow ups to get the targeted number.
• Mall Marketing Photoshoot arrangement/ approvals and Follow ups.
• Tenant Promotion and campaigns FOC spaces and kiosks
• DTCM Permits
• Mystery Shopper - provide required details to the MS team, Review the report, and provide feedback to Team and Higher Management.
• Special Days sales analysis report.
• Mall website & Way finder review.
• LAF preparation
• Site visits with potential tenants and contractors
• Enquires from leasing & Lease administration.
• Monthly / Weekly Management Reports & Presentations.
• Responsible to receive work permits related to in store refurbishments and fit out works from tenants and contractors.
• Meeting Tenants on Regular basis
• Coordinate with tenants for hoarding installation upon store closure and submission of store closure report to Senior Management, leasing, Finance Department
• Ensure periodic inspections are conducted with tenants on operating as per industry best practises.
• Ensure up to date tenant database.
• Conduct back of house inspections in coordination with security to ensure no hazards are created by tenants.
• Ensure tenants are up to date with mall activities.
• Regular meetings with retailers to ensure a healthy relationship.
• Coordinate with leasing and implement exit process.
• Act as the link between the various department to complete the exit process.
• Address any queries related to gift voucher redemption.
• Conduct spot checks to ensure optimum value for customer.
• Tenant contact/locations /brands are up to date.
• Conduct periodic inspections and escalate to management.
• Responsible for the inspection of all food and beverage and tenant outlets at Festival Centre and ensure compliance as per mall standards.
• Organise spot checks and inspections of all F & B and tenant outlets on daily/weekly basis with the supervisors.
• Submission of inspection report for review and approval.
• Notices to be issued to tenants of the inspected conducted.
• Weekly inspections for F& B outlets and quarterly inspections for other stores.
• Responsible for installation of hoarding in coordination with the contractor and Operations Team for closed units in the mall.
• Organise, issue, and approve job requests to respective vendors to ensure hoarding and graphic installation is completed.
• Upon completion of job, verification of invoices and processing to Finance for timely payments.
• Ensure hoardings are installed on the last trading day.
• Ensure vendors are facilitated to installed hoardings.
• Process payments against approved hording vendor
• Issue job requests
• Job request management
• Review and escalate nonroutine job requests.
• Issue job requests for tenants as per their requirements
• Ensure tenancy coordination team approves routine job requests within 24 hours.
• Escalate nonroutine job requests for review and approval.
• Maintain Job request history and database.
• Ensure ERP system is always functional.
End to end - Retail Leasing.
Prepare lease agreements or contracts for retailers while working closely in coordination with the Leasing Managers, Speciality Leasing, Sponsorship, Legal Department, Finance Department, Facilities Department, Procurement Department, Contractors and Retail Delivery Team and upon acceptance of all terms prepares the final lease agreement, send out the documents, retrieves the documents from retailers and then monitors the lease in fire proof vault, payment schedules and retail delivery communications.
Evaluates enquiries received from prospective customers (local/international), obtains information on their market creditability and financial stability and if satisfied releases the lease application form to be filled by the prospective customers to obtain full details about customer and their requirement
Forwards completed application form to the Retail Leasing Manager/Speciality Leasing Manager/Sponsorship Manager/Coordinator for perusal, upon receipt of the instruction prepares a formal agreement based on the budget and merchandise mix for onward transmission to clients for perusal and decision
Receives from the client either acceptance of proposed offer or an offer with changes in the terms of proposal, encase of former refers the matter to Leasing Manager for negotiation, prepares a fresh offer on negotiated terms upon the advice of Leasing Manager for client perusal and acceptance
Reviews the final acceptance of the proposal to ensure that there is no ambiguity in acceptance of terms and conditions as mentioned in the revised proposal and there is complete clarity with regards to company’s and tenants commitments with regards to the agreement
Collects legal documents from client to ensure the legality of clients company and to use these documents in case of litigation • Prepares New or Renewal Lease/ License Agreement, Deed of variation (DOV), Deed of Surrender (DOS) and facilitate full execution of documents.
Organises the payments documents and forward it to the clients along with the Lease/License agreement so as to receive the payment along with signed agreement signifying the acceptance of the clients
Upon receipt of signed agreement along with the payment obtains the signature of authorised signatory of the company on behalf of the company, as per DOA in order to authenticate the deal and completes filing procedures for the purpose of record and subsequent contract administration • Ensure accurate filing of all information and agreement so as to enable the company to refer it in its relationship management with respect to rent/renewal/extension/transfer as well as to serve as a point of reference in case of litigation
Prepares Service Requests (SRs)
Purchase Requests (PRs) and liaise with procurement • Prepares Monthly Report of Set-ups & Dismantling of units.
Prepares Monthly report of Sales Turnover
• Summarizing and reviewing reports on a monthly basis
Site Under Investigation Tracker
Site Tracking Report
Base Document
Renewal Lease Tracker
• Delivering a new lease and site summary update on existing and potential projects to the real estate team on a weekly basis.
• Liaising with landlords on arranging approvals and sanctions of relevant documentation.
• Monitoring changes in the real estate regulatory environment
• Coordinating with Central Finance on Purchase Ledger form preparation and sales reports Coordinating with Government Relations on Trade License application for new projects in the region
• Assisted in the preparation of Site Submittal Packages for potential projects.
• Creation and amendment of Lease Agreements in Oracle R12 Property Module.
• Preparing the Store Closure Notice and Asset Register of existing written down assets for closing projects
• Issuing and conducting follow-ups on new store security and utility deposits, and cheque refunds for the same
• Financial analysis of leases being considered for renewal
• Review and update rental savings with the leasing team
