Property Management Assistant

2 weeks ago

Riyadh, Ar Riyāḑ, Saudi Arabia Savills Middle East Full time
About the Role
We are seeking an organized and detail-oriented individual to join our Property Management team in Saudi Arabia. As a key member of the team, you will play a crucial role in ensuring the smooth operation of our extensive portfolio. Key responsibilities include coordinating client visits, managing tenancy notifications, and maintaining accurate tracking sheets.

Key Responsibilities
  1. Arrange client site visits and ensure seamless access to properties.
  2. Maintain accurate tracking sheets throughout tenancies to ensure timely interventions.
  3. Draft and send critical documents, including renewal letters and rental cheques, to tenants and stakeholders.
  4. Follow up on outstanding lease renewals and payments to prevent delays.
  5. Register new leases into our computer-aided Property Management system to streamline administration.
  6. Collect and file essential documentation from clients for contract preparation, including proof of identity and payment records.
  7. Keep comprehensive records of legal documents, licenses, and permits related to our portfolio.
  8. Update tenant master sheets with representative information to facilitate communication.
  9. Verify valid insurance policies and agreements for leased premises to mitigate risks.
  10. Produce management reports and make necessary adjustments to optimize performance.
  11. Support report preparation for various projects and client requests, including annual audits and financial statements.
  12. Prepare agendas and minutes for team meetings to ensure transparency and accountability.
  13. Utilize innovative systems to enhance departmental efficiency and reduce administrative burdens.
  14. Deliver timely reports to the Senior Property Manager as required to inform decision-making.
  15. Contribute to compliance and due diligence tasks within the team to ensure regulatory adherence.
  16. Provide general administrative support, including typing correspondence and reports, to ensure seamless communication.
  17. Create and maintain Excel spreadsheets for turnover calculations to identify areas for improvement.
  18. Develop workflow instructions for new clients, properties, and tenancies to streamline onboarding.
  19. Collaborate with the Finance team to ensure accurate account systems and minimize errors.
  20. Assist in chasing tenant debt with the Property Management and Finance teams to resolve disputes promptly.
  21. Support the preparation of monthly, quarterly, and year-end accounts to ensure timely completion.
  22. Recharge utilities and property-related charges to occupiers to prevent delays.
  23. Review leases, tenancies schedules, apportionment, and insurance certificates to ensure compliance.
  24. Gain experience in accounting functions to oversee department operations and improve efficiency.
  25. Compile Excel spreadsheets for property budgets, void costs, and insurance to inform financial decisions.
  26. Produce mid-year variance reports for the Property Manager to analyze performance.
  27. Assist in producing reports to ensure brand standard and consistency.
  28. Maintain accurate manual and electronic files for each property to ensure easy retrieval.

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