Senior Administration Executive-Leasing

DAMAC · Dubai

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Key Responsibilities

1. Yardi & Leasing Administration

Maintain and update accurate leasing records, tenant information, lease details, rental data, and other relevant information within Yardi.
Prepare and support rental calculations, leasing reports, renewal schedules, and other leasing-related documentation.
Assist with data verification, reconciliation, and reporting to ensure accuracy and reliability of leasing information.
Track lease expiries, renewals, pending approvals, outstanding documentation, and other critical leasing milestones.
Provide administrative support for lease documentation, proposals, internal approvals, and related processes.

2. Departmental Coordination & Follow-Up

Coordinate and monitor departmental action items, ensuring timely follow-up with team members and relevant stakeholders.
Maintain action trackers, deadlines, pending items, and status updates to support effective task management and accountability.
Follow up with internal departments, including Finance, Legal, Operations, Design, MEP, and Lease Administration, to facilitate timely closure of outstanding matters.
Support the Head of Retail Leasing in monitoring priorities, deliverables, and pending decisions.
Proactively highlight delays, unresolved issues, and tasks requiring escalation.

3. Executive & Administrative Support

Manage calendars, schedule meetings, coordinate appointments, and arrange meeting logistics.
Prepare meeting agendas, presentations, minutes of meetings, and action points, ensuring clear documentation and follow-up.
Assist in preparing management reports, business presentations, leasing summaries, rental workings, and departmental updates.
Manage correspondence, maintain organized records, and ensure documents are readily accessible when required.
Handle confidential departmental information with discretion and professionalism.
Provide general administrative support and undertake additional responsibilities as required by the Head of Retail Leasing.

4. Reporting & Documentation

Consolidate leasing updates, departmental reports, operational information, and performance data for management review.
Maintain structured trackers for new deals, renewals, vacancies, approvals, collections follow-ups, and other relevant leasing activities.
Ensure timely submission of reports, accurate documentation, and adherence to established departmental procedures.
Support the preparation of budgets, forecasts, KPI reports, and other management information as required.

5. Process Improvement & Accountability

Ensure administrative tasks and follow-ups are completed within agreed timelines.
Maintain a systematic approach to documentation, task tracking, and information management.
Identify opportunities to improve administrative processes, reporting accuracy, and departmental coordination.
Promote effective communication, ownership, accountability, and adherence to departmental ways of working.

Qualifications & Experience

Bachelor’s degree or diploma in Business Administration, Real Estate, or a related field.
Minimum 5–7 years of relevant experience in administration, executive support, or retail leasing/property management.
Strong working knowledge of Yardi is essential, with the ability to navigate the system and manage leasing-related data and reports.
Good understanding of retail leasing operations, including lease administration, rental structures, renewals, tenant coordination, and leasing documentation.
Proficiency in Microsoft Excel, PowerPoint, Word, and Outlook.
Experience supporting senior management or department heads is preferred.

Key Competencies

Excellent organizational, coordination, and follow-up skills.
Strong attention to detail and accuracy in data management and reporting.
Ability to prioritize multiple tasks and meet deadlines.
Proactive approach to tracking pending matters and ensuring closure.
Strong written and verbal communication skills.
Ability to coordinate effectively across multiple departments and stakeholders.
Professionalism, discretion, initiative, and a high level of accountability.
Ability to work independently, anticipate administrative requirements, and provide reliable support to the Head of Retail Leasing.

Senior Administration Executive - Leasing Job Purpose - To provide comprehensive administrative, operational, and coordination support to the Retail Leasing function, ensuring efficient day-to-day operations, effective follow-up on departmental activities, and accurate maintenance of leasing records and data within Yardi. The role requires a strong understanding of retail leasing operations, excellent organizational skills, and the ability to coordinate with internal departments to ensure timely completion of tasks and deliverables.

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