Leasing Administrator

Full Time

Al Futtaim Private Company LLC

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.

Overview of the role:
The accurate completion of paperwork of current and prospective tenants.
Updating of data into SAP
Executing the tactics of the AFGRE Leasing Admin strategy that is aimed at meeting AFGRE’s overall objectives.
Are familiar with a variety of the leasing field’s concepts, practices, and procedures.
Consistently apply your experience and judgement to plan and accomplish goals.
Effectively work with the team and support departments.
Arranging Documentation: Ensure that documents required are completed (Booking Form, Booking Deposit Receipt, Tenant Information Sheet, Valid Passport Copy with Visa Page Residence, Correct Lay-out, Trade license copy for Corporate Booking, Power of Attorney for Authorize Signatory and Allotment Letter for Al Futtaim Staff). Prepare LAF for higher management signature. Prepare lease agreement contract as per the approved LAF. Collect payments and issue receipt. Dispatch tenant’s executed copy. File tenants documents (LAF & Lease Agreement) according to the property and unit number

Asset/Property Management: Assisting the Leasing Admin team to draft all hardcopy correspondence and documentation with regard to the lease agreements that are to be renewed or re-geared, as above.

Special Projects: Ownership of a limited number of leases, based on volume, to be processed and executed.

Financial Analyst and Reporting-

Brand Profiles: Maintenance of a Brand Profile Log and responsible for receiving “Shop Application Form” from prospective tenants. Communication with prospective tenants will be required.

Progress Reports: Assists the Leasing Admin team on the preparation of the progress reports on weekly/monthly/annual basis as appropriate, including tenancy schedules, renewal schedules, rent concession sheets, tracking sheets Budgeting: Assists the Senior Managers on the preparation of the supporting documentation for Budget, Budget Review and Forecasting as required

Administration: Assist the Leasing Admin team in updating tracking sheets, preparing presentations as well as LPO’s. Also responsible for inventory management of office supplies & replenishment, hard & soft filing for Retail & Commercial Portfolios and other ad hoc admin tasks as set by the Lease Admin Manager.

Financial Data Entry and Maintenance-

Ejari: Responsible for inputting of all lease contracts (for Commercial and Retail) in Ejari system.

In collaboration with the Leasing Admin Manager, is responsible for data entry and maintenance of records as follows :

SAP : Ensuring all lease contract information (for Commercial and Retail) is accurately recorded in REFX system, including all new leases, amendments, terminations.

Projectwise: Uploading of executed leases into Projectwise

Job Context:

In this position you will operate within the boundaries of:

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

Required skills:
Job Skills:
Sound knowledge of Leasing procedure and practices in local market
Good grasp of hard and soft filing systems
Excellent written and spoken English

Behavioral Competencies:
Establish, promote and use metrics to improve effectiveness
Create and use a system of critical review to make more informed future decisions
Managing people:
Manage self
Manage cross-functional relationships effectively
Leasing programmed implementation:
Deliver and manage effective customer relationships and infrastructure for same
Measuring effectiveness:

What equips you for the role:
Degree or equivalent level of education in any discipline preferable but not mandatory, dependent on previous experience and aptitude.

Minimum Experience:
1-2 years as a Leasing or Administration professional