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A property Administrator: is responsible for providing support to the Property Management Team with regards to Site Condition Management, Stakeholder and Supplier management, Risk & Regulatory Management, Project Revenue & Financial Management, Administration & Reporting and Occupancy & Lease management.
Responsibilities:
Summary:
A property Administrator: is responsible for providing support to the Property Management Team with regards to Site Condition Management, Stakeholder and Supplier management, Risk & Regulatory Management, Project Revenue & Financial Management, Administration & Reporting and Occupancy & Lease management.
Responsibilities:
Site & Property Management:
- Coordinates with FM & service providers for PPM.
- Ensures that PPM certificates are maintained and carried out as per the schedule
- Coordinates the reviewing of drawings with FM – fitouts
- Dedicate all kind of issues.
- Ensure the quality of our Signage as per the policy.
- Notify supervisors of any anomalies or discrepancies that relate to the site.
- Manage all move in/out on site.
HSE & Financial Management:
- Supports the Property Manager in procurement activities
- Prepares RAQ/RAP’s and the supporting paperwork
- Ensures that all contracts are maintained.
- Informs the Property Manager of contract expiry 120 days prior to the end date of the contract
- Follows the procurement policy at all times.
- Send Invoices & collect payments.
- Remind on payment status.
- Ensures that all HSE documents are maintained and up to date and the correct follow up is being followed
- Ensures all tenants HSE documents and reports are up to date and follows up as appropriate
- Detects health and safety breaches and reports them
- Assists the Property Manager in the preparation of the annual fire drill
- Assists the Property Manager when preparing incident reports, HSE reports and fire drill reports
- Ensures that all documentation pertaining to compliance is maintained and up to date at all times
Leasing & Occupancy:
- Prepares offer to lease
- Prepares schedules of condition
- Prepares all supporting paperwork related to new leases
- Ensures that all KYC forms are signed and the correct information is supplied
- Cross checks all information registered in the KYC documents and corresponding paperwork
- Coordinates the signing of leases
- Ensures all related paperwork accompanies leases (compliance documentation, payments, acknowledgment forms)
- Prepares Ejari contracts
- Prepares lease renewal notices
- Coordinates viewings
- Follows up on fit out status
- Uploads and maintains lease documentation on the software
Administration and Communication:
- Ensures all documents are maintained using the correct software
- Ensures all tenant related documents are maintained on the correct software and in their respective hardware files.
- Ensures all documents are submitted on time for each document run
- Ensures all paperwork is accompanied with the correct forms – acknowledgment forms, request forms etc.
- Responsible for ensuring that the correct information in input in the monthly report
- Ensures that the report is submitted on time
- Ensures that the weekly reports have up to date information
- Ensure the scheduling of matters are sent on a weekly basis.
