Leasing Executive – Leasing Administration – Dubai Holding Asset Management (National Talent)
About Dubai Holding Asset Management:
Dubai Holding Asset Management (DHAM) owns and operates an extensive portfolio of 20 landmark retail destinations and 15 residential communities.
The Group plays a focal role in shaping Dubai's position as a global leader in business, tourism and leisure, contributing to its position as one of the world's most coveted and sought-after livable destinations. From hot-spot retail destinations like Bluewater's, JBR, Souk Madinat Jumeirah, Al Khawaneej Walk and The Outlet Village to popular attractions, including the Theatre of Digital Art, Madame Tussauds, Tr88house, Museum of Illusions, Dubai Holding Asset Management’s retail destinations captivate millions of visitors and tourists every year.
Meanwhile, the niche and vibrant community centers as Bay Avenue, Mudon Community Centre, and Serena Marketplace play a vast role in enhancing the overall quality of life in residential communities, making neighborhoods more vibrant and connected. In 2022,
Dubai Holding Asset Management’s retail destinations collectively attracted over 28 million visitors and hosted over 75 events across the portfolio. Dubai Asset Management maintains a substantial presence in Dubai with a leasing portfolio of 15 distinct residential communities, elevating the city’s global recognition as one of the most desirable and livable destinations worldwide.
About the Job:
An opportunity has arisen for Leasing Executive to join Leasing Administration team. The main duties and responsibilities of this role:
- The role holder is responsible for executing leasing activities for clients such as preparation of new leasing agreements, renewals and processing payments and follow up on receivables through efficient customer coordination and excellent customer service to offset any bad debts and enable the department to contribute to the profitability of the function as per defined guidelines.
- Receive lease proposals from the Leasing team and external agents and review all supporting documents attached with the proposal.
- Ensure all documents are scanned and uploaded in the shared drive and Yardi.
- Liaise with the Leasing Team for any missing documentation or discrepancy / amendment in the Lease Proposal.
- Ensure that the terms & conditions in the signed proposal are in accordance with the approved TSC approval, Info Sheet and File Notes, if not, inform the Leasing Team to provide required approval.
- Draft Agreement as per the terms & conditions in the signed proposal.
- Forward the draft agreement and required documents for review to the line manager, Legal (if special conditions apply) and the Leasing team prior to sending to tenant for signatures.
- Ensure that reviewed Lease Agreements are received from Legal as per agreed time frame.
- Coordinate with the tenants and the leasing agents should there be queries/requests for amendments to the Lease.
- Request File Notes for necessary approval for any amendment to the standard clauses.
- Liaise with tenants regarding collection and return of signed agreements and coordinate with the courier company etc. as required.
- Check all required payments are received from tenants upon return of the signed agreement.
- Arrange checklist for agreement sign-off as per DoA.
- Prepare acknowledgement letter / proof of delivery to be signed by tenant upon receipt of the Lease Agreement.
- Ensure Yardi workflow is processed and activated.
- Register Units in Ejari. Issue Ejari and provide tenant copy of Ejari certificate.
- Work closely with other departments to ensure all agreement for new tenants comply with company guidelines, budgets and appropriate approvals.
- Dispatch renewal notices to tenants on monthly basis and ensure the tenants receive the communication prior to lease expiry within the stipulated time frame.
- Ensure non-delivered notices reach tenants via email.
- Liaise with service providers / courier to follow up on the delivery and pending
- deliveries to undertake corrective action.
- Update the tenants as and when required to keep them updated about the courier status.
- Review, verify renewal packs and process the lease renewals.
- Attend walk in clients and process the lease renewals as applicable.
- Prepare and print monthly renewal proposals.
- Escalate expired and non-renewed t cases to the relevant department on time as per the SLA for termination of services and initiate the repossession of property - to minimize the possibility of any bad debts for the department.
- Lease Amendment / Termination / Novation (in case of partial termination)
- Reply to customer queries regarding any request for amendment to the Lease, novation and cancellation, lease termination on expiry.
- Collate documents and prepare Amendment Letter, Novation Agreement and Settlement Agreement.
- Follow up with tenants and respective property management teams for completion of handover formalities.
- Ensure that outstanding payments together with required documents are collected.
- Obtain approval to process Security Deposit refund as required.
- Maintain the database to ensure easy access and retrieval of department information as and when required.
- Ensure the upkeep of records relating to all communications to the tenants.
- Monitor lease data on a monthly basis to provide accurate information such as free space to lease, churn rate for the sales departments as requested from time to time.
- Support in the preparation of periodic reports and ad-hoc analysis on Leasing activities for Senior Management review and action.
- Create MIS reports on status of Leasing for the Management as and when required
About you:
- Bachelors’ degree in any discipline.
- 2-4 years within a leasing function or a similar role.
- Good planning and organizing skills.
- Strong English communication skills. Arabic is preferable.
- Knowledge of Oracle / Yardi / Salesforce systems is preferred.
- Understanding of tenant fit outs and contracts is preferable.
- Good customer relations and customer service orientation.
- Excellent eye for detail.
- Quality assurance and strong analytical skills.
About the Benefits:
At Dubai Holding, we're committed to nurturing the success and well-being of our colleagues. Join our dynamic and diverse team and enjoy a comprehensive benefit package that includes competitive compensation, career development opportunities, and a collaborative work environment. We strongly believe in creating an empowered workforce that will help us build a connected city for tomorrow. We are committed to attracting the brightest minds and nurturing the most pioneering candidates who desire to make a great impact on the future of Dubai.
