Reyford Sison

Duties & Responsibilities:

 Review daily calendar and determine what planning is required for the day in terms of tours, move-ins, and move-outs activity on site.
 Calling all the prospective client to arrange the viewing of the apartment
 Answer calls daily about the inquiry from the client for the available apartment and office space.
 Assisting the potential client for viewing the vacant unit.
 Follow-up with prospective tenants.
 Conduct pre-inspection of the apartment prior to hand over to tenant.
 Assisting the tenant in signing the Lease Agreement.
 Communicate with the tenant thru calls and emails regarding their concern/issue in the apartment.
 Ensures that all models and “market ready” vacant apartment are in perfect condition and smell fresh.
 Walks the property at least once a week to ensure the grounds and common areas are free from trash to make sure the property’s “curb appeal”.
 Inspect and maintain the physical and aesthetic aspects of each property through occasionally round, and coordinate repairs and service with maintenance department.
 Issue new Lease Agreements.
 Processing the Lease Agreements for registration in Municipality and in Kahramaa
 Meeting with the tenant if they complain with the maintenance issue and other concern in the apartment.
 Review least expiration date to deliver notice to tenants.
 Maintains a professional, yet friendly atmosphere with the tenants and clients.
 Assists with all property bookkeeping and paperwork requirements.
 Day-to-Day coordination with the Tower Officer and personnel if there is any issue/concern with the tenant.
 Maintains strong customer service representation.
 Monitoring all ITD Lease Agreements.
 Respond and follow up on all tenant correspondence.
 Collate and screen Lease Agreements supportive documents (ID, landline number, mobile number, email address, company address, company CR copy etc.)
 Issue and dispatch documents and memos to concerned departments (Finance, Legal, Admin and Property)
 Assistance in the preparation collation and issue of reports and register as may be required.
 Communicate and liaise with tower officer and personnel on the efficient flow of documentation and handover to ensure consistency in document control as required.
 Perform all other related duties and responsibilities as directed and required by the Property Manager.

DOCUMENT CONTROLLER
(February 2016 - April 2018)

Duties & Responsibilities:

Administrative Management:

*Scanning, filling, encoding and monitoring all commercial and residential Lease Agreements in all ITD Properties local and abroad.
*Reviewing all the attachment of the contracts/agreements such as; passport copy, id copy, CR Copy (for commercial tenants).
*Preparing all new and renewal contracts to be signed by the authorized signatory.
*Filling, encoding and monitoring all Maintenance Contracts in all ITD Properties.
*Reviewing that the amount and terms and conditions in the maintenance contract are correct.
*Properly monitoring the Lease Agreements of commercial and residential expiry date and advice the tenant if they will renew or not.
*Properly monitoring the Maintenance Contract expiry date and advice the Engineer if it is going to renew or hire new supplier.
*Preparing the PMA Contract if both parties will renew.
*Reviewing all the attachment in maintenance contract are correct.
*Monitoring and preparing memo for registration of commercial properties.
*Preparing memo of certain documents and payments that will be forwarded to Accounts Department, Legal Department and Admin Department.
*Sending e-mail to suppliers once the payment is ready for collection to the Accounts and update the excel monitoring about the payment made.
*Properly monitoring the move-out checklist before proceeding to make the Payment Request.
*Photocopying all the documents that are being forwarded to all departments and to all properties and will file it accordingly.
*Encoding and updating the excel file once I forward all the necessary documents in different properties and departments.

Accounts Management:

*Receiving invoices from supplier and Qatar Cool.
*Printing the monthly bill of Kahramaa for commercial and residential tenants.
*Preparing the payment request for service maintenance to be forwarded to Accounts Department monthly.
*Updating the budget monitoring for the payments forwarded to Accounts Department.
*Encode to ERP System the payment request before forwarding it to Accounts Department.
*Preparing the payment request for Qatar Cool and Kahramaa to be forwarded to Accounts Department monthly.
*Scanning and checking rental cheques if correct or not before forwarding it to Accounts Department.
*Conducts scanning and filling for all the credit and collections paper works.
*Preparing of daily, weekly and monthly report of returned cheques and collected debts.
*Preparing the Deposit Refund if there is a tenant move-out and will forward it to Accounts Department.
*Preparing invoice for commercial and residential tenants for Qatar Cool and Kahramaa and compute it base on the rented area and send it to each tenant.
*Strictly monitoring the payment of the tenants against the invoice that we send and inform the Accounts Department about the payment made.
*Preparing the payment of the tenants for the maintenance made and forward it to Accounts Department.
*Participating in budget deliberation yearly about the allocation of the certain budget for the following year.
*Update and maintain record database, maintain office filling and storage systems.
*Organize email correspondence, answer emails or forward as required.
*Perform all other related duties and responsibilities as directed and required by the manager.

*Managing the operational and fiscal activities of the department to include; staffing levels, budgets and financial goals
*Organizing and controlling the overall preparation and updating of manpower establishments and strength
*Updating and controlling the maintenance of organization charts
*Coordinating with the project directorates and involve in allocating the space for the staffs, facilities maintenance and operations along with major property and equipment procurement
*Planning for materials scheduling and distribution, printing and reproduction, records management, telecommunications management, security, and transportation services
*Providing training and development to the staff
*Coordinating and implementing solutions from process analysis and general department projects
*Preparing reports periodically, monthly on individual performance
*Preparing monthly reports and charts relating to work flow
*Coordinating with the suppliers of the administrative requirements
*Maintaining inventories, filing, office stationery and other office materials
*Coordinating the recruitment and selection process for vacant position.
*Arranging interviews for candidate and testing
*Supporting HR Manager in preparing and issuing HR Correspondence
*Preparing monthly time sheet report
*Preparing a manual for work process for new joined staff
* Preparing documents such as; offer letter, job description, joining report, and contracts
*Scheduling and reviewing the vacation leave of the staff
*Providing advice and recommendations on disciplinary action
*Monitoring the time sheets and attendance of all staff
Monitoring staff performance and attendance activities
*Monitoring the visa validity, passport validity, and driving license validity of the staff and update the Mandoob for renewal
*Preparing booking ticket to travel agency for staff who go for vacation
*Implementing tasks assigned by the Human Resources Manager, Administration Manager and Managing Director

*Verification of all information in requested certificates
*Verification the Birth, Marriage, and Death certificate request from the public
*Processing documents for petition for correction
*Processing problem documents of RA 9048 documents
*Processing the Annulment documents from the court and legal instrument
*Encoding incoming and outgoing documents
*Designing survey questionnaires and data collection instruments for the collection of primary and secondary data
*Preparing manual for the guidance and instruction of Survey Interviews
*Conducting research, survey and gather all the correct data needed
*Analyzing and contribute in gathering correct information of the data
*Checking the authenticity of the documents
*Checking and approving the specimen signature of the authorized signatory of the documents
*Providing assistance to clients queries and follow up through E-mails/telephone calls regarding the problem of the documents
*Working out to resolves difficulties / complaints regarding the application of documents
*Providing training assistants in making the correct statistics in a certain place
*Making a survey on the information needed in a certain project
*Providing statistics information needed in the government projects
*Maintaining confidential records and files
*Assisting departments with the coordination of verified information, and recommend appropriate data gathering, mechanisms, procedure etc.
*Performing other Statistics related activities as directed by the Chief-Document Management Division