About the Job

Job title | Coordinator, PSLM
Department | Projects Sales and Leasing Management
Location | Dubai, UAE
Direct Supervisor/Manager | Manager, PSLM - Robert Thomas
Job/Position | To assume overall responsibility for all administration, lead distribution, CRM, publishing listings, compliance and reporting for Projects Team, supporting a team of 5 Agents and a Head of Department. This is a hands-on role, the individual should be comfortable operating in a fast paced, multi-site and customer focused environment. Dealing with multiple Agents and undertaking various administrative and coordination tasks to support their work. Working within a growing SME to streamline processes and ensure efficiency.

Duties & Responsibilities:\xc2\xb7
Lead Generationo For Confidential Projects: Coordinate with Masterkey technical support and account managers to integrate APIs related to leads generated via landing page and/or project website and accordingly set automatic lead rotation when requiredo For all other Projects: Work with CORE receptionists in ensuring that all incoming leads are entered in CRM correctly and are distributed fairly to respective PSLM consultantso Manage lead re-assignment, deletion and modification when required \xc2\xb7

Listingso Create listing draft on behalf of the agent and collect complete relevant document requirements from the owner of the unito Upload required documents in CRM for Trakheesi permit application and properfinder verificationo Publish / Unpublish listings o Coordinate with Photographer on behalf of consultant for any photo shoot requirements for new listingso Bulk upload listings on behalf of the agent for exclusive buildings or owners with multiple properties \xc2\xb7

Documentation and Compliance Monitors the PSM department operation to ensure real estate processes, policies and procedures meet UAE government standards and guidelines and compliance rules and regulations. o Perform compliance audits by reviewing records, documents, policies and procedures, in accordance with regulatory requirements. Responsible to evaluate processes for effectiveness and efficiency.o Handle all document controlling for management and consultants.o Keep all PSLM department compliance related agreements on file and soft copy.o Keep up-to-date with any changes to RERA document compliance and / or processes and regulationso Ensure documents are valid, accurately filed and maintain confidentiality \xc2\xb7

Contract Management o Prepare contracts, Booking/Reservation, Sales and Purchase Agreement (SPA), MOU\xe2\x80\x99s / Form F as directed by the consultants and Head of Departmento Receive valid and complete client documents and applicable payment cheque / transfer receipt prior to releasing the final draft of a contract o Coordinate with Agent and Buyer/Seller, Tenant/Landlord to obtain signatures for contracts when requiredo Binding of Booking Form, Reservation Contract, Sales and Purchase Agreement (SPA) as required by the project developero Prepare transmittals for documents issued/submitted to customers and to project developer

\xc2\xb7 Invoicing and Fee Handlingo Thoroughly cross-check fee amounts collected by Agents from landlord/tenant and/or buyer/seller with approved invoice / Pro-forma invoice, in both cheque and cash formo Issue acknowledgement receipts for collection of cash and/or cheque and fileo Follow-up payments (agents\xe2\x80\x99 commission and Buyers\xe2\x80\x99 due Fees)o Monitor payments received/cleared on Developers / Sellers\xe2\x80\x99 Escrow Account (with viewing rights) \xc2\xb7

CRMo Modify/update lead details where required i.e. contact details, names, compliance documents,etco Modify/update property listings; photographs, property details, descriptions etc. o Understand the functionality of each CRM Module and support consultants where required and when processing transactions through the systemo Escalate CRM related issue to Administration Manager / IT System and following up until completely resolved \xc2\xb7

Reportingo Submit a Developer Report to Head of Department; with details of latest unit availability, reservation, list of pipeline and total amount soldo Generate Commission Report to Head of Department; with details of commission payable to PSLM Agents, override to HOD and Referral Fees to Partners and/or internal referral agents and external referral fees to 3rd party real estate agencies\xe2\x80\xa2 Prepare Commission Summary for HOD approval\xe2\x80\xa2 Prepare Transaction Slip for Agency and Management Fees\xe2\x80\xa2 Prepare Commission Slip for Agents\xe2\x80\x99 confirmation \xe2\x80\xa2 Notify Agents for commission payment release\xe2\x80\xa2 Coordinate with 3rd Party Brokers for collection of 3rd Party Commission Invoice\xe2\x80\xa2 Notify 3rd Party Brokers for commission payment releaseo Generate Lead Report; with details of all leads collected, status and activities associated with eacho Create a Payment Tracker; with details of Received Payments and Due Paymentso Create A Sales Tracker; with details of the sale status (Payment collection status, SPA status, Transfer or Handover Status)

Ad-Hoco Prepare letters for Department Director or any form of documentation as required for external clientso Assist the Director with all Business Development related matters and ensure proper follow upo Handle unexpected tasks assigned by the Director and ensure effective problem solving.o Provide information or documentation from previous deals to consultants or clients as necessary.o Escalate CRM related issue to Administration Manager / IT System until completely resolved \xc2\xb7

Additional Dutieso Submit requisition request via Netsuite Procurement on behalf of any members of PSLM Teamo Monitor Team KPI and Deal Approval and coordinate with involved parties for approval when requiredo Prepare viewing packs for Agents; Terms & Conditions, fact sheets, transaction process flowchart, Agency Agreement \xe2\x80\x93 Factsheets, Unit Guide, Brochures, Client Introduction Letter

Key Challengeso Respond to a high volume of consultant\xe2\x80\x99s requests related to listings, leads, contracts and/or CRM and other ad-hoc requestso Maintain consistency across all transactions processes and document complianceo Ensure accuracy across all data reports, particularly statistical informationo Obtaining key data or documents from Agents and maintaining constant communication with Agents during the documentation process and responding to immediate / ad-hoc requests
InternalExternal | Consultants, Head of Department, Accounts (Finance) Company Driver and ReceptionistsBuyers and Sellers/Developers, 3rd Party Brokers, 3rd party contractors/suppliers

Minimum Educational Level | Bachelor\xe2\x80\x99s degree in Business Administration, Finance or similar
Skills / Personal Attributes | o Strong attention to detail and adopts diligence across all activitieso Highly organised and good project management skills especially when meeting deadlineso Excellent English language communication skills; written and spokeno Ability to multi-task, work well under pressure and be patient o Ability to work in a fast-paced environment, respond to quick turnaround times and takes initiative o Good problem-solving skillsExcellent IT skills; MS Office (Word, Excel, PowerPoint) and Photoshop (desired, not essential)

Experience | o Minimum 3 years\xe2\x80\x99 experience in Admin / Coordination position, ideally experienced in real estate sales and leasing transaction processeso Knowledge of UAE real estate policies and processeso Extensive experience in document coordination and compliance o Experience in reporting (statistical data)o Experience in using a CRM systemo Experience in handling invoices, fees and chequeso Must be living in the UAE

KPIs & Deliverables | TBCKPIs can and will vary depending on the requirements of the department and company. Any altered or amended KPI\xe2\x80\x99s will be agreed in writing between the employee and their direct manager.

About Kingsmen Agency :

Kingsmen Agency is a 360 marketing and advertising management company based in the UAE. We are one of the best leading marketing management agencies in Dubai with clients & staff worldwide from Dubai to Egypt, Ukraine, Lebanon & UK. Our company provides excellent digital marketing and social media management services to various industries. We create, plan and manage top-performing digital campaigns for any business to aid growth and help achieve their goals efficiently. We provide our clients with creative content that informs, entertains, and provides value to their audiences. We strive to accelerate business growth for our clients using our mastery of digital technologies.

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