Senior Property Administrator - Residential and Commercial
Al Ghurair Properties
Total years of experience :20 years, 11 Months
• Directly reports and coordinates to the Property Manager, the Head of Residential and Commercial, et al.
• With active company portfolio of 5, 900+ units of which 3, 100+ units are currently occupied and are in-charge for processing monthly Renewal Notices (90 days preceding to lease expiry), Final Settlements, system uploads of additional portfolios via Oracle, ensuring all units are Ejari registered.
• Coaching, providing work instructions to Leasing / Property Executives, and/or New Lease / Renewal Admins for processing leases, i.e., identify and resolve issues and scenarios, assisting on system / process technicalities.
• Point of Contact - coordinating, negotiating, arranging, handles concerns and follow-ups with prospective clients and tenants on required and duly filled documents, rental payments, security deposit, Ejari issuance, move-ins, and renewal fees, maintenance concerns and final settlement via meetings, phone conversations, messages and email correspondences - ensuring all concerns are attended to with high-quality service.
• Handles complex scenarios e.g., final settlement with early termination and/or with legal cases, back-to-back leases, internal shifts, Commercial Lease Agreements with long-term/multiple leases, properties managed by other Management, etc.
• Strong in MS Office Suite - revamped and reformatted Leasing Forms, Lease Agreements, and other required documents.
• Collaborative proposal and implementation of Leasing and Property Management’s Forms, templates and work sectioning - enhanced and fastened team’s process time by approx. 35%.
• Coordinates with ERES for any issues concerning Tenancy Contract issuance and/or building registration/modification/updates.
• Liaising with Finance Department for billings, payment receipt and clearances with more than 5 bank accounts / lessors.
• Assisting on legal cases, cheque postponement, credit note, deferment, cheque replacement and retrieval, NOC issuance, and other memos via Oracle.
• Provided variety of administrative support duties to the CEO.
• Management of office reception, administration, email correspondences, petty cash, invoices, cheques issuance and deposits, receipts, medical reimbursements, diary and travel arrangements, paperwork filing, recording, office supplies order, courier, and cold calling (surveying).
• Monthly and yearly reports and processes i.e., expenses, statement of account, deals and commissions, number of leads, trade license.
• Coordinated with the services of PRO.
• Arranged and coordinated with Agents, Clients and Landlords for property viewings, advertising requirements i.e., Marketing Contracts, Title Deed, passport, floor plan, property images, etc.
• Coordination with POCs for property portals, i.e., PropSpace, Property Finder, Bayut, Dubizzle, etc.
• Ensured re-uploading and refreshing of listings and tracking of leads in CRM system and monitoring published listings.
• Created and produced write-ups for properties and designing of media platforms, e.g., fliers, electronic advertisements.
• Preparation of Tenancy Contracts, Addendums, DEWA Connection, Ejari registration, etc.
• Generated Work Instructions for Administrator and Office Manual.
• Provided variety of administrative support duties to the Managing Director.
• Coordinated and managed all projects and tender activities and plans, ensuring the availability of services to meet goals and objectives of the team.
• Created highly effective organizational and filing systems, including quick and thorough indexing, filing and storage, resulting in easy access to critical information and streamlined office functioning.
• Managed office reception, administration, correspondence, petty cash, invoices, LPOs, receipts, minutes of meetings, diary and travel arrangements, office employees documentation and coordination with PRO e.g. license renewals, visa and labor applications/renewals, insurance, and car service.
• Ensured organization, maintenance, supervision of hard and soft copies of documents, files and records using standard document management programs to register documents, maintain databases, produce logs, transmittals, and other reports as required.
• Designed, prepared / drafted of correspondences, reports, and presentations.
• Handled administrative work including monitoring, paperwork filing & recording, updates & follow-ups of status & requirements to all partners, contract renewals, stationery orders, referral updates, & tracking of monthly goals
• Allocated the generated daily referral leads & monthly summary leads to all partners & coordinated each lead status updates
• Carried-out accounting duties for the department i.e. invoicing, receipts, & commissions issuance, payment follow-ups, monthly/annual reports & revenues
• Coordinated with clients, partners, & Marketing team for e-mail correspondences, schedules & in-charge of Preferred Partner’s website portal administration of newsletters, print directory, sponsorship, banners, magazines, logos, editorials, client feedback to agents & other information/materials required
• Handled inbound/outbound calls & e-mails - completes and reports daily assigned tasks & allocations by Team Leaders
• Re-designed & the overall in-charge for Customer Care Division’s consolidated information such as employees’ contact details, templates, fact sheets & other records
• Managed customer complaints/concerns & coordinated between clients & the concerned department & managers
• Conducted training for newly hired administrators, receptionists from time to time, whenever assigned
• Generated Work Instruction for Customer Care (email processing & process management) & Preferred Partner Division
• Handled switchboard connections - employee directory - routing, screening, & other information required
• Operated clerical activities such as printing, photocopying, fax distribution, receiving of cheques, documents & other record keeping)
• Provided information and assistance to all walk-in clients & employees.
• Performs other duties assigned by the superiors i.e. presentations & advanced data spreadsheets, weekly refresher courses, events & activities
• Achieved Employee of the Month Award - October 2012 & Best Call Award - July 2013 for Customer Care
• Handled Line of Businesses: Pending Online, Returns Authority, Open Queue, NTAC (Non-Telstra Account Customers)
• Cross-trained for other Functions: Unified Order Management, Post NAC
• (National Activation Center), Retail Support, Local Number Portability (sub-function: LNP Inbox), Miscellaneous Atlas Warra, and Foxtel
• Designated as Subject Matter Expert, Point of Contact and to directly report to the Team Lead for Pending Online
• Handled inquiries needed by customers such as residential, business/commercial, and government directories in UK Market and US Market.
• Offered extra services such as directions and movie timings.
• Team 21’s Employee of the Month for January and December 2007
Scholarship Grantee of DATABASE: The Official Publication of AMACU SY 2001-2002
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