Asst. Lease Admin Manager I Real Estate I Al Futtaim Malls

Job Requisition ID: 156480

Established in the 1930s as a trading business, Al-Futtaim Group today is one of the most diversified and progressive, privately held regional businesses headquartered in Dubai, United Arab Emirates. Structured into five operating divisions; automotive, financial services, real estate, retail and healthcare; employing more than 35,000 employees across more than 20 countries in the Middle East, Asia and Africa, Al-Futtaim Group partners with over 200 of the world’s most admired and innovative brands. Al-Futtaim Group’s entrepreneurship and relentless customer focus enables the organization to continue to grow and expand; responding to the changing needs of our customers within the societies in which we operate.

By upholding our values of respect, excellence, collaboration and integrity; Al-Futtaim Group continues to enrich the lives and aspirations of our customers each and every day

Overview of the role:

In this position, you are responsible for maintaining and administering all supporting documents, data entry, and financial reporting required to assist the Regional Retail Leasing and Asset Management teams in carrying out their objective, this being the execution of the tactics of the AFGRE Leasing Admin strategy that is aimed at meeting AFGRE’s overall objectives as per the agreed timelines. This role will encompass the Regional team and support the Regional Lease Admin Manager.

You will also ensure that you:

1. Are familiar with a variety of the leasing field’s concepts, practices, and procedures.
2. Have experience of drafting, reviewing and preparing legal documents and letters
3. Some knowledge of working with Yardi and/or other Leasing systems
4. Consistently apply your experience and judgement to plan and accomplish goals.
5. Effectively direct the work of others, specifically supporting departments.
6. Understand the principles of budgeting and forecasting for super regional malls/retail assets

What you will do:

Responsible for:

Planning: Assisting the Regional Lease Admin Manager to prepare  reports and tactics to support the overall Lease Admin strategy, as well as, consolidate and manage the effective operation of all regional reporting needs

KPI’s: Working within the KPI parameters to ensure timelines are met and align with the vision and strategy of the overall Leasing dept.

Financial Analysis and Reporting: Progress Reports:  In collaboration with the Regional Lease Admin Manager prepares and maintains progress reports on weekly/monthly/annual basis as required by the Malls division, such as vacancy reports, renewals schedules, tenant documentation updates, rent concessions report, operational reports, KPI tracking  and deliver all agreed reports on time to excellent quality.

Tenancy Schedules: Maintains up to date tenancy schedules for the Regional Retail Leasing team at all times

Tracking Sheets: Responsible for regularly updating and maintaining a centralized tracking sheet (including but not limited to renewals tracking, legal tracking, document tracking etc)

Communication: Coordination between the regional business teams, EIT and selected vendors/implementation partners

Leasing Administration

In collaboration with the Leasing Admin Manager is responsible for leasing administration tasks as follows:

Approvals: Liaison with Finance, legal and Senior Management for approvals as per the DOA

Communication: Coordination with the Tenant as required

Legal: Reviewing, drafting, and preparation of required legal documents in coordination with Group Legal

Payments: Receiving payments from the tenants, ensuring correct payment is received and dealing with the Finance dept. regarding the same

Quality Control: Working to ensure that information on all documents is correct and accurate, all relevant documents are received from the tenant, lease agreements are prepared as per the terms agreed upon between the tenant and landlord and matching signatures on documents and cheques against the POA provided by the tenant.

Accurately document meeting actions, discussions and outcomes and maintain detailed audit trail at all times

Job Context:

In this position you will operate within the boundaries of:

1. the agreed departmental budgets and targets
2. relevant policies and procedures
3. the stipulations of the Delegation of Authority (DOA)
4. legal parameters as specified by the Al-Futtaim Legal Department

Required skills to be successful:

Job-Specific Skills:    

• Sound knowledge of databases, financial systems and Excel, Yardi or similar
• Good interest and knowledge of leasing systems, terminology, best practice and reporting
• Experience of Finance, Reporting and Analytics and advantage
• Good spoken and written Arabic an advantage
• Able to comfortably liaise with both leasing teams and finance teams to provide a bridge for all communications

Behavioural Competencies :

• Excellent organisation skills, ability to prioritize, proactive and has team spirit

Research, insights & analysis:

• Obtain & analyse information through effective intelligence gathering systems and interpretation of results

Planning:  

• Ensure an effective leasing admin process and smooth workflow
• Implementation of key reports
• Implementation of new retail leasing systems and processes

Leasing programme implementation:

• Deliver and manage effective customer relationships and infrastructure for same
• Ability to sort and analyse financial as well as lease data

Measuring effectiveness:

• Establish, promote and use metrics to improve effectiveness
• use a system of critical review to make more informed future decisions

Managing people:

• Manage self
• Manage cross-functional relationships effectively

What equips you for the role:

Minimum Qualifications and Knowledge:

• Degree or equivalent level of education in any discipline preferable but not mandatory, dependent on previous experience and aptitude.

Minimum Experience:  

• 3-4 years’ experience in Lease administration, preferably in retail leasing/property management
• 2 – 3 years’ experience working with Yardi