Portfolio Executive

KEY RESPONSIBILITIES AND PERFORMANCE STANDARDS:

Core Job Responsibilities

Project Takeover:

• Conduct joint inspections with contractors, consultants, Projects, and the AMSS Team to identify property snags.
• Review snags, prepare action plans for rectification, and oversee implementation until issues are resolved.
• Coordinate with the AMSS team for tender initiation when unresolved issues persist with contractors.

Strategic Planning:

• Assist the Portfolio Manager in developing and implementing leasing strategies for long-vacant units.
• Collaborate with the marketing team to create targeted marketing materials and campaigns.

Broker Management:

• Build and maintain strong relationships with local real estate brokers.
• Provide brokers with necessary information and support to ensure effective leasing of units.
• Assist in negotiating terms and agreements with brokers as required.

Residential Leasing & Management:

• Assist in actively marketing and leasing vacant residential units to potential tenants.
• Conduct property tours, handle inquiries, and manage tenant applications.
• Ensure timely and accurate completion of all lease documentation.
• Manage the process of preparing units for new tenants post-lease termination, including coordination with maintenance teams.
• Conduct final inspections to verify that units meet company standards before occupancy.

Retail Leasing & Management:

• Assist the Portfolio Manager in developing strategies to attract high-quality tenants to vacant retail spaces.
• Act as the primary point of contact for tenants, addressing inquiries, concerns, and issues promptly.
• Assist tenants with obtaining necessary approvals and NOCs for fit-out works.
• Promote retail tenants within the community to increase footfall.
• Foster positive relationships to encourage lease renewals and reduce tenant turnover.

Tenant Communication and Support:

• Ensure tenant communications and requests are addressed within specified timeframes.
• Coordinate with internal teams to respond to tenant queries and concerns efficiently.

Customer Escalation Handling:

• Handle customer escalations promptly, maintaining positive relationships and ensuring customer satisfaction.
• Use effective communication strategies to resolve issues and restore customer trust.

Performance Management of Service Providers:

• Establish SLAs and KPIs for service providers and monitor performance to ensure compliance and service quality.
• Conduct regular planned and unplanned inspections, providing feedback and guidance for service improvement.

Engagement and Retention:

• Collaborate with marketing to develop resident engagement programs and community events.
• Partner with AMSS to enhance community amenities and ensure a high-quality living environment.
• Solicit feedback from residents to identify improvement areas and increase overall satisfaction and retention.

Administrative Duties:

• Maintain detailed and accurate records of all leasing activities, tenant interactions, and property conditions.
• Prepare regular reports on leasing performance, occupancy rates, and property status.

Other Tasks:

• Perform any additional responsibilities associated with this job request or work assignment as assigned by the Line Manager.

 SPAN OF CONTROL:

Internal:

AMSS, RED, Projects, marketing, Property Management, Legal, eService’s, Customer Experience, Marketing

External:

Residents, Retail Providers, FMSP’s, Brokers, Regulatory authorities like Dubai Municipality, RTA etc.

Qualifications & Knowledge:

• Diploma / Bachelor’s degree in Business Administration, or a related field.
• Professional real estate certificate preferred.
• Knowledge of Property & Community Management rules and regulations

Experience:

• 1 to 3 years of professional experience in Property Management or Facilities Management.

Position-Specific Skills (Technical Competencies):

• Proficiency in Microsoft Office Suite
• Proficiency in using ERP’s and other relevant technology solutions.

Generic Skills (Behavioural Competencies): (As Per Competency Directory)

• Excellent communication and interpersonal skills.
• Strong negotiation and problem-solving abilities.
• Ability to work collaboratively in a team environment.
• Exceptional organizational and time management skills.
• Customer service-oriented with a focus on tenant satisfaction.
• Ability to manage multiple tasks and priorities in a fast-paced environment.