Overview

We are looking to recruit an enthusiastic and hardworking individual to manage the day-to-day activities for Property Management Services for our Client in Abu Dhabi. This exciting and challenging position requires the highest standards of property management ensuring the business is in line with revenue forecasts and budgeted expenditure to deliver on stakeholder expectations. The role is suited to a customer-service-oriented individual with strong communication and leadership capabilities and the ability to interact with all community stakeholders. The suitable candidate will share responsibility for maintaining the physical integrity of the Client’s 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 receivables. 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 of the month.
• 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 and payables/aging report, security deposit ledger.
• Petty cash report.
• Revenue trending report by unit.
• Financial management responsibilities in accordance with International Financial Reporting Standards (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 property management 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 Client’s needs and provide 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; 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.
• Quarterly Tenant Satisfaction Survey, with report to be submitted within 30 days.
• Prepare summary report highlighting tenant feedback and actions that will be taken as per Client directions.

Operational Excellence

• Ensure compliance with lease and permitted use, including but not limited to:
• Maintain record of all tenancy contracts, breaches, communications etc.
• Identify and address emergency situations immediately and provide follow-up 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.)
• 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 service provider shall prepare leases, licenses, amendments, breach notices, terminations and renewal notices.
• 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 facilities management 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.
• 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.
• Ensure that all properties are properly maintained, and provide safe, decent and sanitary conditions.
• Weekly report detailing incidents and action plan (security, parking, waste, maintenance, retail and food deliveries)
• Suggestions for automation/enhancements on an annual basis
• Coordinate with the client marketing and events management team to support as required.
• Maintain neat tidy orderly file records, including computer files, at all times.
• Other tasks as required.

Skills

• Bachelor's degree in Marketing, Real Estate, Finance or Business administration or a related field.
• Minimum 10 years’ experience in property management, including its financial aspects, preferably in a retail environment. Prior experience managing contracts, people and budgets required.
• Proven experience in customer management and tenant management required.
• Thorough knowledge of rules and regulations surrounding property management.
• Sound understanding of marketing, branding and promotional events.
• Ability to resolve conflicts and influence others.
• Excellent interpersonal and communications skills.
• Excellent communication and presentation skills.
• Strong problem-solving and decision-making abilities.
• Strong financial acumen.
• Excellent report writing skills.
• Attention to detail and a high level of accuracy.
• Ability to work collaboratively with team members.
• Ability to work effectively in a fast-paced and dynamic environment.
• Ability to maintain confidentiality and handle sensitive information.
• Understanding of regional business culture and regulations.
• The ability to understand and make use of computers and information technology (Knight Frank internal systems).
• Certifications and Licenses: MRICS desired but not essential.
• Software: Microsoft Office programs to a proficient level. Experience using project management and CRM software desired.
• Language skills: Fluency in English, written and verbal. Fluency in Arabic or other languages is advantageous.
• Travel: Flexible attitude towards travelling.

About the Company

Founded in 1896, Knight Frank has grown to become the world’s largest privately owned global property agency and consultancy. Headquartered in London with 388 offices, employing more than 16,000 people, spanning six continents, Knight Frank provides the highest standards of quality and integrity in global residential and commercial property advisory services.

Knight Frank Middle East provides integrated residential and commercial real estate transaction, consultancy, and management services with offices in Dubai, Abu Dhabi, Qatar, Bahrain, Riyadh, Jeddah and Cairo. The MENA region also comprises the continent of Africa where there are boundless career opportunities via our network in Nigeria, Kenya, Uganda, Tanzania, Zambia, Malawi, Botswana, Zimbabwe and South Africa.