Joan Pepino

- Managing listing on Property Finder, Dubizzle, and Bayut.
- Ensuring high-quality scores for each listing and ensuring that all listings are verified and trucheck.
- Obtain Trakheesi Permits for all advertisements, including Rentals, Sales, Resale, OffPlan & Signages.
- Ensure that listing documents are done within the compliance guidelines and correctly updated on the internal CRM - Submit Agent’s documents to verify Agent’s profile online both in Bayut/Dubizzle & Property-finder.
- Process Trakheesi permits for property online advertisement and agent’s RERA Card renewals.
- Ensure all the premium, featured & listing credits are fully utilized and maximized.
- Listing/Editing properties on PropertyFinder & Bayut/Dubizzle portal and updating the price, photos, and description if any changes.
- Coordinating the marketing campaign for each listing, including working with agents to stage the property and take/arrange photos for photographers of it to - advertise online and in open houses.
Arranging properties photography, videography, tour & walkthrough request to the photographers

- Data Management: Inputting and carefully organizing inbound leads into our CRM and assigning to the relevant Agent under his/her specification of area.

- Reception & Administration; perform secretarial work and provide senior managers with day-to-day administrative support. Their duties include answering phone calls and managing correspondence, scheduling appointments, and making travel arrangements.

- Accounts: Handle all accounts payable and receivable on a daily basis to make sure each invoice and expense report is accurate. Facilitate all incoming payments and outgoing checks, including printing, obtaining signatures for, and distributing checks as necessary. Apply & register documents to goAML in the Ministry of Economy.

- HR Administration: Register new agents with RERA and verify their accounts. Working with our outsourced PRO company to ensure the efficient hire and onboarding of new employees. Managing healthcare insurance for all employees.

- Property Contract Preparation: Prepare ALL relevant RERA forms involved in SALES and RENTAL process.

- Leasing Renewals: Liaising with Landlords and tenants of individual units to ensure seamless yearly renewals. Preparing tenancy contract as per RERA guidelines.

- Property Advertising: Create & Uploading new properties to local property portals. Optimizing performance by understanding the unique ranking criteria of each channel with a proper permit for advertisement. Apply for verification and trucheck and set to Premium & Featured.

Reception & Administration
- Process Trakheesi permits and renewals.
- Assist agents regarding documents issuance.
- Copy, file and maintain paper or electronic documents.
- Preparing invoices and original receipts of clients, filing, etc.
- Prepare tenancy contracts, MOU form and all related real estate forms.
- Monitor office timings for the staff and schedule and handle incoming calls.
- Managing the front of house reception area, meeting and greeting clients in a courteous and welcoming manner.
- Manage all documentation including new leases, lease amendments, commencement date letters and other agreements.

Listing & Web Portal Coordinator
- Assist agents for proper listing documentation.
- Submit properties to propertyfinder verification and Bayut trucheck.
- Activate/deactivate for mobile call tracking & whatsApp both Bayut & Propertyfinder
- Submit Agent’s documents to verify Agent’s profile online both in Bayut & Propertyfinder.
- Process Trakheesi permits for property online advertisement and agent’s RERA Card renewals.
- Make sure that all the premium, featured & listing credits are fully utilized and maximized.
- Listing/Editing properties on Propertyfinder & Bayut portal and update for price, photos and description if any changes.
- Keeping records of all listing activities, such as when a property was first listed or when it was sold.
- Negotiating with sellers to resolve any issues that may arise during the listing process
- Coordinating the marketing campaign for each listing, including working with agents to stage the property and take photos of it to advertise online and in open houses.

Building & Property Coordinator
- Managing the properties owned by the company
- Preparation of Tenancy contracts for new leases and renewals
- File documents and keep an up to date record for all the 50 properties.
- Assist Tenants and coordinate with their queries / maintenance issues.
- Coordinate with the Finance Department in regard to the rental payments.
- Coordinate with the tenants upon handover of the property to the Landlord/Company.
- Preparation of Property Advertisements for Rent and Sale in DUBIZZLE and GNADS4U
- Assist and coordinate with EMICOOL and the Finance Department in regard to the queries and bills for Ewan Residences.
- Preparation of letters such as Non-renewal, Termination, NOC, Bank Letters, Clearance Certificate and other requested letters
- Preparation of Handover/Inspection report, collection of all the utilities final bills and receipts in order for the refund of the security deposit to the Tenant.
- Coordinate with the HR Department for some employees for their accommodation of all the housing utilities and upon moving out of the property.

Administrative support to the PA of the President / CEO
- Maintaining PA’s files, booking flights and hotel accommodation.
- All related administrative duties and provide general administrative support when it's needed
- Prepares Job Vacancy and filter CVs from NAUKRIGULF and call and schedule interviews for the selected candidates

Training employees on real-estate database Propspace
Creates sales and rental advertisement of all Agent on CRM.
Review, update and verify genuine listings details and documents.
Preparation of Tenancy Agreement for New Leases and Renewals.
Managing content of sales and rental real-estate listings on Dubizzle, Bayut & Propertyfinder.
Responding to customer queries and directing them to appropriate team members.
Producing weekly/monthly performance reports for the sales manager.
Supporting sales team by controlling workflows and documentati)on.
Supporting marketing activities such as open-house events and maintain internal company documentation.
Provide proper documentation for property tie up to Developer Registration and Renewal .
Analyzing externally-acquired databases for potential leads (cold calling/call Tracking) and initiating contact with them.
Knowledgeable of RERA rules & regulation and TRAKHEESI Permit License Request from Land Department for Online Advertisement, Signboard.

Admin & Executive Secretary
- Maintain the office of the Managing Director, GM for Project & Leasing Manager.
- Handling all confidential matters on the levels of divisional management and other managers reporting directly to our Chairman.
- Prepare reports, memo and material for presentation.
- Setup and coordinate meeting and distribute meeting agendas.
- Log incoming documents from clients and contractor, make sure they receive relevant documents & copies document / certificate are held.
- Ensure all documents are archived appropriately.
- Receive and check all incoming corresponding and drawing documents.
- Prepare quarterly “Project Status Report” to our Chairman (Palm Jumeirah, DIFC, Dubai Marina & Al Quoz)
- Communicate orders from Manager to Contractor, Consultants and Suppliers.
- In-charge of company emails and Document Controller.

Building & Leasing Coordinator
- Maintain tenant customer relationship
- Prepare weekly reports to our Managing Director.
- Assist in daily supervision and management of the technicians.
- Resolve customer issues in an accurate, thorough and timely manner.
- Prepare accurate quotation, enquiry and LPO’s invoices on time to suppliers.
- Assist with prospective clients and agents for office, commercial & residential inquiry.
- Ensure that resident move-in and move out proceed smoothly and other necessary paperwork.
- Handles in-house administrative needs such as ordering office supplies and office equipment.
- Coordinate assistant to the residence office & shops for maintenance like electrical, mechanical & plumbing issues.
- Prepare formal offers, renewal letter for shops, offices & residential tower and agreement to lease, tenancy contract for the tenants.
- Take charge with the overall filling system of AFMT letter & various present/upcoming project of AFMT II from Sub-Contractor & Suppliers.