Property Management Administrator

Overview

The Property Management Administrator at our Abu Dhabi office will be an integral part of our Property Management team, managing the full scope of property administration duties while liaising regularly with landlords, tenants, and service providers. The role demands proficiency with Property Management and CAFM software systems to keep leases, tenant information, complaints, maintenance tickets, and lease renewals systematically logged and updated in real-time.

Key Responsibilities

• Oversee and deliver administrative support for smooth functioning of the Property Management department.
• Coordinate with Abu Dhabi Municipality and relevant authorities for registration of tenancy contracts on the Tawtheeq system and manage utilities setup and compliance obligations.
• Assist tenants in setting up essential utilities like water and electricity.
• Ensure consistency between PM systems, Tawtheeq, and physical contract documentation.
• Liaise with local authorities regarding all property-related matters within the managed portfolio.
• Maintain professionally courteous communication with clients concerning their properties.
• Organize and maintain precise, well-structured records—both digital and physical—covering tenancy contracts, renewals, tenant documentation, maintenance records, and financial files.
• Prepare and distribute tenancy agreements, renewals, and addenda; issue renewal notices with diligent follow-up.
• Track lease expiries and renewals, providing weekly updates.
• Monitor compliance and insurance policies for commercial tenants with weekly reporting.
• Manage Tawtheeq contract processes including submissions, renewals, amendments, and cancellations to meet Abu Dhabi regulations.
• Supervise lease renewal payments, including cheque collection and coordination with landlords.
• Address tenant complaints swiftly, logging and tracking them until resolved.
• Obtain all necessary tenant documents for Tawtheeq processing.
• Support monthly management report preparation for assigned properties.
• Manage digital documentation control, ensuring organized folders and proper version control for audit readiness.
• Prepare handover and takeover documentation, including site inspections, inventories, and condition reports for incoming and outgoing tenants.
• Upload inspection data and update tenant statuses into PM and CAFM systems promptly after tenant transitions.
• Collaborate effectively within the team to share knowledge and achieve departmental objectives.
• Build and maintain strong client relationships aligned with the company’s brand values.
• Ensure timely renewals and payment processing to maintain smooth financial flows.
• Assist client accounting teams with property-related financial tasks, including rent scheduling and deposit confirmations.
• Utilize Microsoft Office applications proficiently and, preferably, Yardi Voyager and CAFM systems.
• Track maintenance requests and complaints in CRM/CAFM, ensuring SLA adherence and escalation of overdue cases.

Candidate Profile & Skills

• Resides in or willing to relocate to Abu Dhabi.
• Highly organized with meticulous attention to detail.
• Capacity to manage multiple priorities efficiently under tight deadlines.
• Confident communicator with an outgoing personality.
• Holds a university degree or equivalent qualification.
• Demonstrated experience in managing databases and property management systems, including lease entries, renewals, and billing updates.
• Well-versed with CAFM systems for logging complaints, creating work orders, tracking SLAs, and case closure.
• Excellent skills in document control and file management covering both digital formats and paper-based records.
• Strong understanding of tenancy regulations and Tawtheeq procedures specific to Abu Dhabi.
• Ability to process and prepare tenancy agreements, renewal notices, and regulatory submissions.
• Professional experience in client-facing roles and property management environments.
• Proactive, creative, and works well within a team setting to meet goals.
• Proficient in Microsoft Excel and PowerPoint for document preparation.

Additional Information

Our company is a globally recognized real estate brand, providing significant growth and development opportunities. We operate with a professional culture that values knowledge sharing and client satisfaction. We employ over 42,000 individuals in more than 700 offices worldwide, ensuring expert local support wherever our clients are.