Al Futtaim Jobs - Assistant Lease Administration Manager (Temporary Contract: 3 months) (Dubai, AE)

Job Requisition ID: [[43288]] 

No two days are the same at Al-Futtaim, no matter what role you have. Our work is driven by the desire to make a difference and to have a meaningful impact with the goal of enriching everyday lives. Take our engaging and supportive work environment and couple it with a company culture that recognises and rewards quality performance, and what do you get? The chance to push the limits every single day.

 

As a humble family business that started on the banks of the Dubai Creek in the 1930s, Al-Futtaim has expanded to a presence in 31 countries, a portfolio of over 200 companies, and 42,000 employees. You’ll find us in industries ranging from automotive and retail, to finance and real estate, and connecting people with international names like Lexus, Ikea, Robinsons, and Adidas. Our team is proudly multicultural and multinational because that kind of diverse representation gives us the global mindset to grow and impact the people, markets, and trends around us.

 

Come join us to live well, work better, and be the best.

Job Title:            Assistant Lease Administration Manager (Temporary Contract: 3 months)

Reports to:        Regional Lease Administration Manager

Department:     Lease Administration

Location:            Al Futtaim Group Real Estate Management Offices, Dubai Festival City, Dubai UAE

 

Job Purpose:

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 SAP, REFX, SharePoint and 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 
    
   Key Accountabilities:
   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. .
   Budgeting: In collaboration with Managers on the preparation of the supporting documentation for Budget, Budget Review and Forecasting/ERV.  Be the point of contact to link with Retail Finance team across the regions to enable them to maintain accurate revenue forecasts to driver budget reporting.  Provide accurate instruction on both agreed lease terms (RCD, unit size, category, rent and service charge) and pipeline forecasts.
   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
    
   Qualifications, Experience & Skills:
   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
• 3 – 4 years’ experience working with SAP and Yardi
• 2 – 3 years’ experience working with the REFX module of SAP
  Job-Specific Skills:    
• Sound knowledge of databases, financial systems and Excel, Argus/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

 

 

We’re here to provide excellent service but a little help from you can ensure a five-star candidate experience from start to finish.

 

Before you click “apply”: Please read the job description carefully to ensure you can confidently demonstrate why this opportunity is right for you and take the time to put together a well-crafted and personalised CV to further boost your visibility. Our global Talent Acquisition team members are all assigned to specific businesses to ensure that we make the best matches between talent and opportunities. We not only consider the requisite compatibility of skills and behaviours, but also how candidates align with our Values of Respect, Integrity, Collaboration, and Excellence.

 

As part of our candidate experience promise, we also want to make ourselves available to you throughout the application process. We make every effort to review and respond to every application.

 

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