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We are committed to hiring the best, most talented people in our industry, and then empowering them with the resources and support to enhance their health, financial and personal well-being. Our underlying benefits philosophy is this: be fair to our people and provide opportunities for those who take advantage of our programs and resources to increase their personal and financial security.

Job Title

Administrator / Office Assistant

Property

Confidential :- (Residential Building in Abu Dhabi)

Reporting to

Director- Head of Building Management - (PAMS).

Requirements:

The ideal candidate must have 5 years of Real Estate administrative experience, with 3 years as a minimum experience of operational commercial / residential buildings in the UAE; and must hold a relevant degree and or accreditation. The candidate should have a working knowledge of Real Estate, Property Management and or Facilities Management, functionality of property management systems and confident interfacing with stakeholders and tenants.

:

The role is to report directly to the Director- Head of Building Management and matrix reporting to the on-site Property Manager, representing the JLL Property and Asset Management Services (PAMS) team; acting as the administrator and office support for the site-based team; this will involve assisting with leasing coordination, the implementation of quality assurance and quality control of the day-to-day property and facilities management operations of the property.

The candidate will have a close working relationship with the Property Manager, Facilities Manager, Property Accountant, TFM service provider, Leasing Agents, Clients, Stakeholders, and other interested parties to ensure strong communication and teamwork between the various departments.

The candidate will perform all functions and responsibilities which may not be expressly mentioned in the Clients contract, but that are necessary for the proper performance of services and the carrying out of activities for the effective and efficient management of the property in accordance with good industry protocols and any applicable best international standards and codes of practice, which includes but not limited to the following: -

• Act as the first point of contact with the tenants.
• Tenant liaison: - Collection and monitoring of KYC documents, such as, trade license, commercial license, insurance policy cover, power of attorney documents and passport / Emirates ID of a company\xe2\x80\x99s POA.
• Document Control: - filing, recording, and referencing of tenant\xe2\x80\x99s documents / information on the in-house filing system and or CRM (electronically & by hand).
• Populate Lease Agreements, Renewals, Parking Licences, Variations, etc. in line with commercial terms/negotiations, discussions, and directives; ensuring concise and accurate calculations of the contract payment terms and schedules, so that amounts and dates for payment cheques to be received are in line with all tenant documentation.
• Population of payment schedules and early termination penalties.
• Be competent in all Real Estate Regulatory Agency (RERA) requirements, Ejari / Tawtheeq training, certification to enable the registration of lease contracts on the relevant online portals.
• Interface between the Property Manager, Facilities Manager, prospective tenants, as well as exiting tenants, to successfully define the parameters of lease terms, and limitations surrounding offers, listings, and any related correspondences.
• Compile and present monthly leasing activity reports, including but not limited to: - reservations list and expiring offers, occupancy rates, fit out summary, key handovers, market reports, etc.
• Monitor and verify the properties rent roll stacking plan (RRSP) master sheet.
• Assist in the compilation of weekly, monthly, quarterly, and annual reports.
• Prepare, update, and circulate minutes and agendas.
• Issue and manage documents to implement the move-in /move-out, fit-out, permit to work procedures, etc.

• Meet and greet all walk-in tenants and receive all phone calls from tenants.
• Initial point of contact to address tenant complaints, queries, and concerns, taking the necessary instructions from the Property Manager; escalating as and when required.
• Populate cyclical building / site inspections and condition survey reports.
• Populate (RFA\xe2\x80\x99s) request for approvals as and when required (Leasing, Financial, FM, PM).
• Assist with the issuing of building access control cards, car parking cards, etc. and ensure that the property management team have correct and up to date tenant contact details and information.
• Assist the Facilities Manager in the monitoring and oversite of the TFM service providers.
• Coordinate and liaise with the TFM service providers Customer Service / Helpdesk.
• Assist the Property Accountant with the Accounts Receivables: - invoicing, collections, payments, receipting, daily cash balance reporting and weekly & monthly reporting.
• Assist the Property Accountant with Accounts Payables: - purchase orders, payment approvals, preparation of cheque deposit receipts, processing and recording of utilities.
• Preparation and delivery of adhoc tasks and reports as and when required.

Skills Required:

Graduate in Financial, Property Management / Real Estate and or Business Management discipline

Property Management / Real Estate experience

Excellent in Microsoft excel (formula\xe2\x80\x99s calculation sense checks)

Excellent in Microsoft Word

Excellent in PowerPoint

Fluent English verbal and written

Excellent telecommunication and customer service

Experience of using property management CRM systems

Relationship management (teamwork / client reporting)

Logical / Analytical \xe2\x80\x93 problem solving & decision making

Attention to detail / accuracy orientation is paramount

Dedicated work ethic.

Location:

\xe2\x80\x93Abu Dhabi, ARE, Dubai, ARE

If this job description resonates with you, we encourage you to apply even if you don\xe2\x80\x99t meet all of the requirements. We\xe2\x80\x99re interested in getting to know you and what you bring to the table!

About JLL \xe2\x80\x93

We\xe2\x80\x99re JLL\xe2\x80\x94a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That\xe2\x80\x99s why we\xe2\x80\x99re committed to our purpose to shape the future of real estate for a better world. We\xe2\x80\x99re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people and our communities.

Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we\xe2\x80\x99re honored to be recognized with awards for our success by organizations both globally and locally.

Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we\xe2\x80\x99re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.

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