مسؤول إدارة العقارات

Job Purpose

The Administrator – Property & Asset Management supports the smooth day-to-day administration of assigned properties by ensuring documentation, records, and routine processes are handled accurately and on time. The role exists to provide reliable operational support, so residents, owners, and internal teams experience consistent and well-organised service delivery.

Roles, Responsibilities & Duties

1. Administration & Records Management
Maintain knowledge of communities, buildings, unit layouts, amenities, pricing, and rentals.
Support revenue targets by updating Accounts Receivable weekly and monitoring collections.
Review tenant offer letters and supporting documents after due diligence.
Prepare and process tenancy contracts, renewals, extensions, transfers, terminations with approvals.
Ensure units are ready by reviewing inspections and confirming remedial works.
Verify owner IBANs, rental rates, obtain approvals, and submit contracts for review.
Register and attest contracts via government systems; collect fees.
Collect rent, deposits, charges; issue receipts, invoices; follow up on overdue payments.
Monitor unidentified payments, submit control sheets, follow up on waivers and refunds.
Maintain accurate physical and electronic files; upload records to DMS or shared folders.
Update records for ownership, structural changes, lease closures; manage permits and keys.
Track renewals, monitor expired leases, follow up on tenant notifications, escalate as needed.
Coordinate owner cheque collection and outstanding fees.
Work with Facilities Management on maintenance, inspections, handovers, and work order closures.
Register and track tenant enquiries; assign, communicate, escalate unresolved issues.
Maintain reports on unit availability, occupancy, tenancy movement, collections; support data accuracy.
Monitor vendor contracts and notify Property Manager about renewals.
Implement corrective actions from customer surveys; resolve maintenance and deposit issues.

2. Coordination & Customer Support
Serve as main contact for residents, owners, contractors, and internal departments.
Respond professionally to calls, emails, and enquiries within service timelines.
Coordinate tenant move-ins/outs, inspections, appointments, and handovers with teams.
Guide tenants on utilities, contract attestation, vacating, clearance, and deposits.
Prepare tenant and owner communications and support community events.
Escalate issues beyond authority and perform duties assigned by Line Manager.

3. Systems & Reporting
Update dashboards, trackers, registers, reports, schedules, and logs regularly.
Ensure timely data entry, document management, and reporting in property systems.

4. Compliance & Conduct
Adhere to company policies, SOPs, regulations, and tenancy procedures.
Maintain confidentiality, data integrity, and accurate records.
Support audits, compliance reviews, and administrative requirements.

Qualification

• Diploma or bachelor’s degree in business administration or a related field.

Experience & Skills

Experience & Skills

Technical & Personal Competencies Required

• • Minimum 1–2 years’ experience in administration, customer service, or property-related roles.
  • Strong organisational skills with attention to detail.
  • Clear written and verbal communication skills in English.
  • Ability to manage routine tasks efficiently in a fast-paced environment.
  • Proficient in MS Office and basic reporting tools.