Administrator

Role Purpose:

The role purpose is to complete the mission of leasing & property management teams by handling office reception area with its connected tasks and to execute various related transactions in property management system, Ejari & Sharjah municipality portal, communicate with respective internal departments & execute any administrative tasks related to the leasing process.

Key Task and Responsibilities:

1. Submit new and renewed leases documents with cleared municipality payment to Sharjah municipality / Tasheel office.
2. Follow with Sharjah municipality / Tasheel to receive the attested agreements.
3. Maintain a track sheet for contracts sent to Sharjah municipality & attach the collection proof of the documents for easily tracking & allocation of the tenancy contracts.
4. Issue Ejari certificate for leases with cleared Ejari payments.
5. Maintain a statement of account for Tasheel & Noqodi to ensure our balance in Finance records is equal to Tasheel office records & Noqodi records.
6. Reconcile received payments against Ejari certificates and contracts attestation & ensure a timely submission to finance department.
7. Send the Ejari certificates and attested Sharjah leases to the tenants.
8. Liaise with finance department to receive the refund cheques, Ejari & Tasheel top up payments.
9. Archive building & lease documents on shared drive.
10. Send renewal notices three months prior contract expiry date and attach the lease renewal guidelines on the email notification.
11. Maintain a log for the bounced emails and ensure resending the notice to the correct email address.
12. Create Physical files & folders with tag & names for ease of accessibility within the office.
13. Ensure all tenancy contracts & lease files are scanned, renamed & available in the shared folder accurately & within a timely manner.
14. Ensure that office stationery & guest hospitality materials are always on stock.
15. Maintain & organize relevant documents & property ownership documents & forms.
16. Prepare notices and circulate it to tenants via PM system when receptionist is away.
17. Manage office reception area and assist visitors as required.
18. Respond to phone calls & emails as required.
19. Answer customer complaints and calm them down & ensure that their complain is fixed with the collaboration of relevant task owners & department heads.
20. Prepare timely and accurate reports from time-to-time as requested.
21. Any other assignment / ad-hoc requirements relating to leasing department allocated by the line manager.

Experience, Knowledge and Skills:

• Educated at degree level in administration/ accounting/ with minimum 2 years post qualification experience of customer relationship and reporting to property leasing/management.
• Excellent communication skills, development of effective customer relationship with customer centric approach
• Excellent record-keeping and data entry with basic financial / accounting knowledge
• Very organized, result oriented and detailed oriented.
• Ability to prioritize, meet stringent deadlines and work under pressure.
• Demonstrated experience of using Microsoft office, particularly Excel and Word, working in an ERP environment.