Neema Ndao

I am responsible for overseeing the day to day operations of the company’s Portfolio which comprises of more than 1500 units in Dubai, Abu Dhabi & RAK Emirates.

Areas of Expertise:

Property Management & Leasing, Operations Management, CRM, Management Reporting, Annual Budget, OPEX, CAPEX management, Real Estate Legal, Sales & Marketing, Facilities Management, Lead Management, Property Handover.

Management of Service Providers
• Managing the facilities management service provider’s performance i.e active and reactive maintenance and update in the system.
• Following up on re-instatement of vacant units.
• Reviewing and approving proposals from service providers.
• Validating and approving all work requests approvals as well as inspecting and confirming that work has been completed.
• Scoring service providers’ performance, contract and attendance on site against the set SLA
Asset Condition monitoring
• Following up and solve tenants’ complaints and update the records accordingly
• Conducting check-in and check-out inspection for units with tenants as per process
• Conduct building fabric inspection as per the schedule and regular community inspection and identify possible areas/ideas of community enhancement.
• Identify violations within the community, issue violation notices, and maintain a record of this and following up to ensure all tenants follow the community rules.
HSE
• Work with concerned departments to close all HSE risks where possible
Reporting
• Prepare reports with timely information review of property management activities as well as service providers’ performance and present the same in monthly management meeting.
Other Duties
• Support the line manager with day to day activities of the department to ensure higher level of customer satisfaction and profitability of the business.
• Coordinate with Authorities/ Third party and service providers for any events/emergencies in the community

Strategic
• Achieving maximum revenue on behalf of the landlord by ensuring, in conjunction with Better Homes’ leasing agents, that all units carry as high an occupancy rate as possible.
• Developing a monthly report to the landlord and the Portfolio Manager. This should brief them fully on problems related to the running of the building, and either outline the measures taken to rectify them, or make recommendations in order to correct them.
• Produce additional reports required by the Portfolio Manager that would assist the portfolio manager and the business in achieving the goals.
• Be an ambassador for the Better Homes corporate brand.
• Develop and maintain an effective, long term, working relationship with Client’s.
• Work effectively with all their colleagues and other departments within Better Homes.


Operational
• Attending listing appointments with the portfolio manager, providing appraisals, comparable market analysis and advising clients on all aspects of their properties, including market conditions, and expected rentals.
• Marketing and promotion of properties using various means including the internet, newspaper, company brochures and by working with relocation agents.
• Processing of rental applications including detailed screening of applicants and discussions with landlords.
• Lease negotiations, preparation of tenancy agreements for new leases and renewals.
• Payment of DEWA bills for on behalf of the Landlords.
• Initial, final and routine (yearly) inspections and written reporting to landlords.
• Recognizing the need for, organizing and overseeing maintenance and renovations (liaising with approved service providers). Obtaining quotes and implementing property maintenance and repairs quickly and efficiently. Supervising and liaising with maintenance contractors to ensure the smooth and efficient running of all building equipment. This will include the co-ordination of routine or planned maintenance, as well as other maintenance work as it arises.
• Liaising with strata, government and industry departments e.g. the rent committee of Dubai Municipality and RERA.
• Ensuring an effective working relationship with the landlord and briefing the Portfolio Manager promptly on any significant issues arising from those contacts.
• Ensuring, as far as possible, that tenants’ complaints and concerns are attended with speedily and satisfactorily.
Financial
• Monitor petty cash so as to cover the cost of minor incidentals.
• Produce a petty cash statement and submit that to the Finance division on a monthly basis (timeframe as laid down by the Finance division).
Technical
• Ensuring that all relevant information is entered into the “Master Key” software program in an accurate and timely manner, and that all renewal dates and maintenance issues are not only regularly monitored but followed up as necessary to ensure resolution.
• Utilize knowledge and understand the underlying operational issues to create reports and market information that would help develop the business.
• Research information, compile statistics and gather and compute various data, prepare special and/or one time reports and summaries.

Main Responsibilities as Property Administrator
• Generating tenancy contracts & receipts
• Generating Ejari tenancy contracts in the web portal.
• Adhering to the rental laws stipulated by RERA, Dubai
• Checking-in of the tenant when a flat is leased to a new client
• Doing check outs after the flat is vacated
• Preparing the final settlement memo of the tenant when they break the lease, non renewal and transfer of lease.
• Making sure the flat is ready to be shown to new clients.
• Renewing the contract and Collecting rental cheques from tenants along with renewal and ejari fee
• Preparing new contracts and collecting rents, deposit, commission and ejari fees.
• Sending renewal notice to tenants 90 days prior to their expiry date.
• Managing bounced cheque payment collection.
• Filing all the landlord and tenant documents and making sure all the documents are up to date
• Corresponding with landlords frequently on all the issues related to their properties ( approval for the maintenance, sending quarterly and monthly reports )
• Following up with the maintenance if the work is completed for the complaints raised.
• Assisting the tenants and landlords at all times through phone calls and e-mails round the clock.
• Following up with the landlord to complete the documentation and keep it for the record ( Title Deed, Property management agreement, Power of Attorney )
• Weekly building inspections and yearly for individual units
• Preparing monthly reports for the landlord
• Preparing the daily complains log sheet and follow them up until the issue is resolved
• Try to get the best rent possible from the new clients to increase the profits for the landlord.
• Check the rent with RERA rental index if the increase to be made during the renewal or not.

Main Responsibilities as Receptionist;
• Answer telephone, screen and Re-direct calls as appropriate and take adequate messages when required.
• Provide information to callers; deal with queries from the public and customers when required.
• Greet persons entering organization and direct them to correct destination.
• Deal with all enquiries in a professional and courteous manner, in person, on the telephone or via e-mail.
• Assist in the preparation of meetings, conferences and conference telephone calls.
• Ensure the Reception area is clean and tidy
• Notify MD and HR, within 30 minutes of daily start time, regarding staff absences/delays; updates and related information.
• When on duty, ensures the reception station is staffed 100% of the time
• Schedule appointments.
• Send and Receive fax as instructed
• Receive, sort mails and ensure deliveries to the appropriate Dept. / Person.
• Send and receive posts, Couriers, Fax, Gate pass as requested by different departments.
• Ensures knowledge of staff whereabouts and maintains in and out time of staff and updates Management, HR and accounts about the same.
• Maintain the general filing system and file all correspondence.
• Arrange for drivers as requested by management, staff.
• Publish adverts regarding latest vacancies in the company and short listing of candidates for Human Resources Department.
• Make a note on the engagement of the conference room