Overview

Based in Abu Dhabi, reporting to the head of PAM, we are looking to recruit an enthusiastic and hardworking individual to manage the day-to-day operations of our clients retail property portfolio. This exciting and challenging position requires to set the highest standards of property management ensuring the business is in line with revenue forecasts and budgeted expenditure to deliver on stakeholder expectations. The Property Manager will interact with the Asset Management, Retail Design Delivery, Leasing, Finance and Management teams. The role is suited to a customer-service-oriented and leader spirited individual with the ability to interact with all community stakeholders. The suitable candidate will share responsibility for maintaining the physical integrity of the headquarters facility, creating an environment that enhances user experience and maximizes stakeholder returns.

Responsibilities

Financial Performance

• Process and input all expenses, invoices, payments, and receipts on a daily basis.
• Effective billing, collection, and management of tenant billings
• Tax Return preparation.
  • Provide Billing Report along with the VAT breakdown on quarterly basis; list of invoices with tax invoice numbers to confirm sequence on quarterly basis.
• Complete bank reconciliations on a weekly basis.
• Provide weekly receivable and operational updates for each property.
  • Follow-up on accounts receivable – bill late fees as appropriate and approved by the Client.
• Provide monthly reports for each property.
  • Trial Balance, Profit and Loss Statement, Balance Sheet with commentary to be provided by 4th Day.
  • Actual versus budget analysis by the 10th day of the month.
  • Cashflow (forward 3 months) to be provided by the 10th day of the month.
  • Forecasts to be provided by 10th day of the month.
  • Accounts receivables & payables/aging report, security deposit ledger.
  • Petty Cash report
  • Revenue trending report by unit
• Financial management responsibilities in accordance with IFRS. 
  • Keep and maintain suitable records and receipts pertaining to supervision, management, care and operation of the properties which will be subject to an annual required audit.
  • Establishing and maintaining orderly books, records and files containing correspondence, receipted bills, contracts and vouchers and all other documents and papers pertaining to the properties and the operation and maintenance thereof, which the Client may review at any time.
• Internal and external audit management.
  • Compile information and respond to inquiries by for auditors on behalf of Client
• Report financial information to Client upon request.
• Strict adherence to Clients shared policies.
• Oversee PM and accounts teams to ensure that all rent and other demands are sent out in a timely manner. Ensure monies collection and proactive arrears recovery.
• Present monthly reports on income, expenditure, positioning and competition to the Owner and management in order to compare actual with budget projections.
• Participate in the selection of vendors and contractors, where required.

Tenant Relations and Management

• Maintain excellent communication with all tenants and be aware of the terms of their leases to encourage their compliance.
• Regular meetings and visits with tenants.
• Attend to tenants and clients’ needs and provide an optimal level of service.
• Monitor tenant merchandising; encroachment into common areas, signage standards; requirement for fit/out refurbishment and action accordingly.
• Have full awareness of the tenant manual and keep tenants aligned with their obligations both in relation to their relevant contract as well as the tenant manual.
• Keep tenant manual up to date and make amendments as required and communicate such amendments to necessary parties.
• Keep up to date with all changes in local rules and regulations and communicate such changes in an accurate and timely manner to the Owner and management.
• Quarterly newsletters to Tenants
• The quarterly Tenant Satisfaction Survey and report is to be submitted within 30 days.
• Property Manager to prepare summary report highlighting tenants’ feedback and actions that will be taken as per Client directions.

Operational Excellence

• The Property Manager must perform all aspects of tenant management, as directed by the Client which includes but is not limited to the following:
  • Ensure compliance with lease and permitted use; including but not limited to: Obtaining a copy of valid insurance and annual maintenance contracts from tenants when appropriate; Ensuring tenants adhere to operating hours; Products/services offered are in line with the permitted use.
  • Maintain record of all tenancy contracts, breaches, communications, etc.
  • Identify and address emergency situations immediately and provide follow-up to as soon as possible there-after.
  • Provide detailed monthly operational report by the 10th of every month, for all properties in the portfolio. The report will include but limited to the following: Rental information report (calls received, number of visits, comments, etc.); Footfall reporting; Occupancy and Inventory Report; Tenant updates & feedback; Contract renewal status; What worked/didn’t work/looking forward concerns/our actions.
  • The service provider must provide, at each renewal, and at other times as may be required by the Client, recommendations to increase rental rates, or continue renting the property at the same rental rate. Recommendations on the inclusion of any lease incentives are also expected; The Client will approve the proposed rate. Based on these adjustments, the service provider will forward any required notices to applicable tenants and obtain their approval for the rent adjustment, in accordance with the Clients’ instructions. The standard rent review procedure shall be followed in accordance with provincial guidelines and regulations.
  • The service provider shall prepare leases, licenses, amendments, breach notices, terminations and renewal notices; Upon acceptance of the renewal notice, the service provider shall have the tenant sign a new lease.
  • Collect rental revenue on the first day of each month and receive all income from the rental property due from tenants or others.
  • Facilitate breach notices of non-paying tenants, tenants who violate terms of the lease agreement when necessary.
  • Document actions and inactions by tenants who are not complying with the terms of their lease, and handle eviction proceedings if needed.
  • Pursue the collection of rental arrears and evict the tenant, as a last resort, with prior consent from the Client and recover any arrears of rent, security deposits or other possessions of any part of the rental property.
  • Coordinate Tenant demobilization/termination including but not limited to: Coordinating an inspection by FM service provider and coordinating with the tenant for rectification of identified snags under the supervision of the Facility Management Team; Coordinate the change in utility billing as required between property occupancies.
• Handle all tenant relations and communications; At a minimum, quarterly check-ins on tenants; Coordinate tenant events and filming requests; Coordinate all scheduled and unscheduled maintenance work within Tenant space; Log all tenant maintenance requests for future reference.
• Monitor the cleanliness of the tenants’ areas in conjunction with the relevant contractor.
• Quarterly stakeholder meetings will be chaired by Property Manager with attendance from Retail Design Delivery, Facility Management, Asset Management, Leasing
• Preparation and updates of Standard Operating Procedures for the Property Manager Scope of Services.
• Preparation and updates of Tenant Manual tenant rules and regulations for the Client to review.
• The Property Manager shall conduct regular interior and exterior inspections on all properties including all vacant units/properties.
  • At a minimum, the Property Manager is expected to ensure an inspection:of all properties at least twice a week; immediately before and after a tenant moves out; in all cases of emergency; and as requested by the Client
• Ensure that all properties are properly maintained, and provide safe, decent and sanitary conditions.
  • Coordinate with facility management service provider to perform necessary repairs and address any tenant concerns related to the physical condition of the common areas of properties under management.
• Weekly report detailing incidents and action plan (security, parking, waste, maintenance, retail & food deliveries)
• Suggestions for automation/enhancements on an annual basis
• Coordinate with the client marketing and events management team to support as required.

Skills and Qualifications

• Bachelor’s degree in Marketing & Real Estate or Finance or Business administration
• Computer skills: MS Office, PM & CRM software.
• Language skills: English (proficient) + Arabic is a plus but not necessary.
• Team player with good interpersonal skills.
• You must be a team leader, manage your time properly and work under pressure.
• You must have the drive to succeed in a competitive marketplace.
• Be diligent and always maintain neat and tidy file records.
• Ethical with strong integrity.
• At least 10 years working in property management with retail experience preferably in a retail environment.
• Fully understand property management and its financial aspects.
• In depth knowledge of all rules and regulations surrounding property management
• Have demonstrated ability to manage contracts, people and budget.
• Have experience in customer management, tenant management.
• Sound understanding of marketing, branding and promotional events.
• Have experience in conflict resolution – diplomatic and challenging with the ability to influence others.