Sr. Leasing and Administration Executive
Yusuf A. Alghanim & Sons
Total years of experience :13 years, 1 Months
• Responsible for reviewing contracts and making initial notes before sharing them with the legal department.
• Responsible for completing the documents necessary for opening new stores licenses in coordination with the Government Relations Department and project team.
• Reviewing the contracts in terms of their expiry to communicate with real estate managers.
• Follows up on the renewal and termination of contracts.
• Responsible for writing official letters to the real estate department. Keep accurate records, review information, consolidate reports and take action where necessary.
• Responsible for researching market comparable and coming up with a recommendation to help the company get the best lease terms and conditions.
• Collect and review documents/requirements submitted by the client.
• Review the contracts and negotiations done by the staff.
• Aggressively network with and talk to new and existing clients and maintain a good and harmonious relationship with them.
• Recommend effective marketing strategies and networking activities that would improve leasing activities for projects.
• Regularly conduct site visits the properties for lease.
• Carry out general admin support for Real Estate Managers in their day-to-day work in particular assist in areas relating to local knowledge to enable the Real Estate Managers to operate effectively which may include driving and errand running, photocopying, scanning, filing etc
• Bring-forward date system, project handovers / refurbishments - 2 preparation and recording of handover packs / instructions.
• Provide general assistance in all areas of Estate Management of the Retail Portfolio relating to the control, audit and documentation of contractual rent escalation performance and budgeting, lease renewals or extensions, Service charges (common area charge).
• Communicate relevant information to external parties whilst presenting the Company in a professional manner.
• Act as central point for research and information gathering for a variety of projects across the markets (where necessary)
• Maintain the agendas and Calendars of all the Executive Directors & assist in planning appointments, board meetings, conferences etc.
• Attend meetings & keep minutes of meeting
• Receive & screen phone calls & direct then when appropriate
• Handle & prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
• Maintain electronic & paper records ensuring information is organized & easily accessible
• Handle confidential documents ensuring the remain secure
• Make travel arrangements for Executives
• Conduct research and prepare presentations or reports as assigned
• Perform general office duties such as ordering suppliers, maintaining records management systems & performing basic bookkeeping work
• Meet with individuals, special interest groups & others on behalf of Executives, Committees & Boards of Directors
• Liaise between Executives & employees/clients
• Ensure efficient & effective administrative information & assistance
• Assist with all internal and external HR related inquiries or requests.
• Maintain both hard and digital copies of employees' records.
• Assist with the recruitment process by identifying candidates, performing reference checks and issuing employment contracts.
• Assist with performance management procedures.
• Schedule meetings, interviews, HR events and maintain agendas.
• Coordinate training sessions and seminars.
• Outstanding communication and interpersonal skills
• Good organizational and time management skills
• Perform orientations and update records of new staff.
• Produce and submit reports on general HR activity.
• Redirecting HR related calls or distribute correspondence to the appropriate person of the teamSupport other assigned functions.
• Keep up-to-date with the latest HR trends and best practice.
• acting as a first point of contact: dealing with correspondence and phone calls
• managing diaries and organizing meetings and appointments, often controlling access to the manager/executive
• booking and arranging travel, transport and accommodation
• reminding the manager/executive of important tasks and deadlines
• typing, compiling and preparing reports, presentations and correspondence
• managing databases and filing systems
• implementing and maintaining procedures/administrative systems
• liaising with staff, suppliers and clients
• collating and filing expenses
• Devise and maintain office filing system
Assisting in the short listing of suitable candidates from application.
•Providing employment references for past employees.
•Organizing and arranging interviews for candidates.
•Writing the terms of employment & contracts for new employees.
•Conducting interviews with job applicants, asking relevant questions.
•Writing job specifications and designing job adverts.
•Deciding which online job sites & newspapers to advertise jobs in.
•Recruitment & retention.
•Company policies & procedures.
•Manage any absence holiday, sickness or otherwise.
•Ensure regular contact with payroll & monitor timesheets including any overtime.
•Responsible for processing of all paper work related to most Ministries & all renewal doc.
•Using MENAITECH program.
• Issuing & preparing invoices & receipts.
• Logging & Filing (Scanning letters In-Out)
• Using a share folder
• Sending & receiving e-mails (internal & global)
• Distributing letter by fax & e-mails
• Managing & booking (tickets, reservation etc)
• Arranging & scheduling (meetings - diwaneya)
• Responsible of conferences preparations.
• Transferring amounts throw banks & getting rates
• Responsible of petty cash.
• Involving with workshops at KEPA
• Responsible of Environment projects, for example, Al Oula Fuel Company & KCPC.
• Preparing proposal (P.O) (English & Arabic)
• Preparing reports & Environmental Studies & send to the Kuwait Environment Public Authority(KEPA).
• Issuing & preparing invoices & receipts.
• Logging & Filing (Scanning letters In-Out)
• Using a share folder
• Sending & receiving e-mails (internal & global)
• Distributing letter by fax & e-mails
• Managing & booking (tickets, reservation etc)
• Arranging & scheduling (meetings - diwaneya)
• Attending meeting at KEPA
Secretarial work for EM & O.M
•arranging meeting invitations
•Minutes of Meeting (agendas & recording)
•Logging & Filing
•Typing and translating letters
•Distributing letter by fax & e-mails
•Sending & receiving e-mails
•Collecting Sites daily, weekly & monthly reports
•Preparing tenders & outbidding issues.
Secretarial work for the Ambassador.
•Consular Department - Issuing visas for different nationalities.
• HR works.
• Date Management.
• Drafting letters.
• Receiving Protocols & Diplomatic calls.
• Translation of different types of letters (English & Arabic).
•Filling.
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