The Role

The Property Coordinator / Document controller will provide administrative support to the Property Management team in managing the Saudi Arabia portfolio

Key Responsibilities

• Arrange and coordinate for client visits in regards site view, access & parking with related parties
• Managing and update tracker sheets during tenancy period
• Draft tenancy notifications, Letters, send monthly renewal letters, collection of rental cheques, etc
• Follow up on lease renewals and pending payment collection (lease, utilities etc)
• Register new leases in computer aided Property management program/system
• Collection and filing of required valid documents from clients for contract preparation
• To maintain legal documents a records of license, permit CD approval etc
• Create and update tenants master sheet including representative names and contact details
• Ensure filing valid insurance policy / agreements of tenants for the leased remises
• Circulate management reports and dealing with any necessary amendments and preparation ready for printing and binding or email distribution
• Assist in the preparation of other team reports as and when needed. These might include one off projects or reports requested by clients
• Assist in the preparation and issue of agendas and minutes for team meetings as well information / presentations needed for these meetings
• Utilise all new systems that are being developed that assist the department / team in delivering a first-class property management service
• To provide timely and appropriate reports to the Senior Property Manager as and when requested
• Assist in undertaking team / departmental compliance and due diligence tasks
• General typing of letters, memos, mail merges, emails, reports etc.
• Create and maintain spreadsheets in Excel that manage turnover top up calculations in a timely manner
• Prepare workflow instructions for new clients, properties, leases & ongoing amendments to tenancies. This entails extracting information from Leases or other legal documents
• Work with the Finance team to ensure that the respective accounts systems are up to date, hold the correct tenant information, all relevant invoices / credits have been raised
• Assist the Property Management team and the Finance team to chase all tenant debt
• Work with the Finance team to assist in the preparation of monthly, quarterly and year end accounts
• Work with the Finance team to manage the recharging of utilities and other property related charges (outside of service charge and insurance) to appropriate occupiers including providing back up information where needed
• Assist in checking leases, tenancies schedules, apportionment, cover, insurance premiums and certificates
• Gain experience of all the accounting functions, including company accounts, to obtain an oversight in this department.
• Assist in compiling Excel spreadsheets including new property budgets, void costs, insurance, etc.
• Produce mid-year variance reports for the Property Manager as required
• Assist with the production, formatting and proof-reading of reports to ensure all to brand standard
• Accurately produce and maintain manual and electronic files for each property in accordance with procedures
• Save and manage legal documents to the appropriate database systems

Skills, Knowledge and Experience

• Previous property experience in an administrative capacity (preferably)

• Excellent spoken and written English

• Degree educated preferable

• Arabic language skills preferable

• Good organizational and co-ordination skills

• Good verbal and written communication skills

• Excellent time management

• Ability to multitask and to work accurately and effectively under pressure

• Good general administrative skills - essential

• Must be computer literate in Microsoft Excel, Word & Outlook

• Continuous improvement: delivers efficiency in addition to effectiveness

• Self-starter, who relishes challenges and strives for the best

• Strong team player: builds relationships and consults with others, quickly establishes trust and credibility

• Confident with a positive outlook

• Ethical with strong integrity