Property Officer
International Trade & Development Company
مجموع سنوات الخبرة :22 years, 0 أشهر
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
