Scope

Based in Abu Dhabi, we are looking to recruit an enthusiastic and hardworking individual to manage the day to day activities for property management services for Modon Properties. This exciting and challenging position requires setting the highest standards of property management, ensuring the business is in line with revenue forecasts and budgeted expenditure to deliver on stakeholder expectations. The Assistant Property Manager will interact with asset management responsibility, preparation of budgets and coordination with the Client’s functional area leads. 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 Management and Performance

• Monitor and review RO budget to ensure it is in line with projection.
• Develop and manage an annual property budget and matrix to ensure all appropriate operational expenditures are collected from the tenants.
• Serve as property manager in the property manager’s absence.
• 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 Client and management in order to compare actual with budget projections.
• Participate in the selection of vendors and contractors, where required.
• Provide weekly receivable and operational updates for each property.
• Follow-up on accounts receivables – bill late fees as appropriate and approved by the Client.
• Provide monthly reports for each property and Trial Balance, Profit and Loss Statement, Balance Sheet with commentary.
• Actual versus budget analysis.
• Cashflow (forward 3 months) to be provided.
• Accounts receivables & payables/aging report, security deposit ledger.
• Petty Cash report
• Revenue trending report by unit
• 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.

Stakeholder Management

• Assist with conducting quarterly stakeholder meetings to be led by the Property Manager with attendance from Retail Design Delivery, Facility Management, Asset Management, Leasing
• Assist with preparing quarterly newsletters for Tenants.
• Conduct quarterly tenant satisfaction surveys and produce reports for the client.
• Assist with preparing summary reports highlighting tenants’ feedback and actions that will be taken as per Client directions.

Tenant Relations

• 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 real estate rules and regulations and communicate such changes in an accurate and timely manner to the Owner and management.

Operational Excellence

• Monitor facilities management daily operations in all aspects of work – cleaning, maintenance, landscaping, security, parking, etc.
• Monitor the cleanliness of the tenants’ areas in conjunction with the relevant contractor.
• Monitor the maintenance of the property’s common areas in conjunction with the FM and FM company.
• Implement property management procedures for all internal and external stakeholders.
• Implement all the necessary documentation required in the fulfilment of activities such as moving in, moving out, renovation in an accurate and timely manner, etc.
• Prepare pre-opening plan (incl. updates) for new properties based on direction from the Client.
• Develop accurate and concise revenue and expense budgets for each property; operating budgets suggested capital improvements, and a detailed narrative.
• Prepare first draft of annual budgets.
• Prepare forecasts for each property on a monthly basis.
• Prepare Operational Plan highlighting cost efficiencies and how to improve commercialization. UAE Real Estate Market Review to be submitted on a quarterly basis.
• As directed by Client’s Marketing Team, Property Manager to obtain required information from tenants and coordinate accordingly (i.e. Tenant Sales or feedback during events).

Marketing

• Facilitates the management of the marketing program together with the Marketing Specialist.
• Oversee the marketing of the property and all associated events, ensure that these are properly marketed and involve retailers, so footfall and tenant sales are factored into every event.
• Enhance the guest experience through any means practicable. Handle guest complaints as and when required.

Career Experience Required

• At least 7 years working in property management with retail experience, preferably in a retail, commercial, mixed use 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.

Professional experience and personal skills profile

Qualifications/Education Required

• 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 maintain neat and tidy file records at all times.
• Ethical with strong integrity.