Officer - Property Administration
Msheireb Properties WLL
مجموع سنوات الخبرة :24 years, 6 أشهر
Preparing and issuing retail, specialty leasing, commercial and residential offer letters and lease agreements for new tenants, tracking validity of contracts, renewing existing leases using DocuSign software and terminating leases when necessary. Prepares, follows-up on and monitors on a weekly and monthly basis to track notices of changes in lease terms, rent amounts, percentage rent changes, and general lease agreement compliance. Prepares, follow-ups and collects rent from tenants as per agreement specifications, issuing reminders and notices to the defaulters. Sending kick-off meeting notifications and handover notifications to Fit out team. Preparing weekly and monthly reports for executive management meeting. Prepares and distributes notices to tenants regarding a variety of issues, including fees and charges and other general notices. Receives and responds to requests, complaints, issues and inquiries from tenants. Uses Manhattan software. Register leases in the Ministry of Municipality.
Ensures efficiency of the Sales and Leasing department by monitoring the phases of all the leasing process, lease inquiry, proposal, negotiation, data collection and coordination, approval, payment and document execution within due dates, and establishes a trusting relationship between all the tenants. Prepare contract agreements (retail, commercial, residential) while working closely in coordination with the Leasing Manager, Legal Department, Commercial Department handling the Handover and Fit Out, and Finance Department. Sends out the documents, retrieves the documents from the Client, safekeep the lease, and monitor payment schedules.
Prepare the Lease Proposal and Lease Agreements and maintain the records.
Update the YARDI System as per the leasing transactions. Maintain all records and documentation associated with Retail Leasing that includes the set-up of the filing and documentary control processes associated with this task and the department electronically and in paper copy. Assisting section head to update various leasing reports in order to provide management with required information for decision making. Control the flow of lease documents between Leasing Department, Tenant Coordination/Asset Management, Finance and the Tenants. Maintain strong relation with Tenant Coordination team to keep and update the flow of retail leasing activities including the notification of signed units and modification on the location and terms. Preparation of standard letters to Tenants upon sending Letter of Intent and Lease Agreements. Follow up with Tenants to return the signed documents, payments and other required documents. Maintain the integrity of each lease files by filing all Tenants and Department related correspondence on daily basis.
Review project scope and develop, monitor and control project budget plans for the duration of the project. Quantify cost factors, such as production time, materials, and labor expenses. Work with Project Managers and Project Estimators to prepare estimates and service proposal for clients. Liaised with Procurement and Contracts Department Specialist for input, monitoring and control. Identify and quantify possible Variation Order and work with Project Engineer for a formal Variation Order Request. Processing of Contractor and Vendor invoices, including verification of processing. Identify opportunities for cost savings.
Provide administrative and secretarial support to management and the Company/Project through conducting and organizing administrative duties and activities. Prepare and control Personnel Authorization Form (PAF) request to be submitted to the Client. Prepare Travel Authorization Form (TAF) for Client’s approval. Check and audit TIMS (Timesheet Information Management System). Collect Safety Observation Cards and prepare the report to be submitted to Client. Prepare Overtime Authorization request for Client’s approval. Check and audit Actual Spent Man-hour on a weekly basis. Organizing, coordinating and updating calendars and meetings.
Takes part during preparation of Train 3 and 4 Shutdown in terms of providing safety training to all involved personnel. Administer the handling of booking of required trainings and sending confirmation based on schedule. Coordinates the training schedule both to RasGas employees and Contractors. Provides technical support to Safety Health & Environment - Safety Training Group for issuance of technical reports, presentations, drawings, charts and non-routine reports as required. Process work orders in SAP (e.g. material management, maintenance notification & invoicing). Prepare monthly statistical reports. Responsible for inputting and updating the database system which includes encoding hard-copy records to computer database and keeping the company records updated.
Manage sea freight transactions. Attend and answer rate inquiries though telephone, facsimile, E-mail inquiries based on the nature of inquiry. Prepare, forward inquiries and negotiate with shipping line agents, operators and overseas associates on sea freight rates for import/export whenever necessary to avoid any non-conformance with the client. Prepare documentations including subject for legalization/approval of Qatar Chamber of Commerce and Industry. Follow up operational requirements of Clients with Operations Department and Storekeeper as and when required. Prepare and Issue Deliver Orders to Clients. Prepare Invoices to Clients.
In charge with recruitment, benefit administration, wage administration and workers compensation administration. Coordinates interviews for newly hires and conducts newly hire orientation. Assists with managing workers company claims and recordkeeping. Verifies accuracy of timesheets and produces bi-weekly payroll reports to provide the payroll team. Maintain departments' attendance and time of records. Distribute and audit salaries of employees. Provide high level of administrative support by typing correspondence, maintaining filing system, preparing spreadsheets and other reports as needed, handling information requests, performing clerical functions such as receiving visitors, arranging conference calls, and scheduling meetings. File and retrieve corporate documents, employees' records and reports. Skillfully handle complaints and inquiries. Perform general office duties such as ordering supplies, maintaining records, management systems, and performing basic bookkeeping work. Make travel arrangements for Top Management and staff. Providing information to managers, supervisors, co-workers by telephone, in written form, e-mail, or in person.