Job Detail

Job Description

Summary:

A property Coordinator 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.