Alaa Tabet

(Leasing management– Property, Facility & Asset Management)

1- Leasing management:

Performs market research & analysis.

Establishes rental rate by surveying local rental rates and market demand, and other trends that affect occupancy/rent and to obtain information on competing lease rates.

Developing marketing materials, activities & strategies such as (Branding, Corporate Identity, Website, Brochure, Portals, Site signage, billboard & site wrap, Social media management, SEO, Blogs, on air advertisements, launching strategy etc.).

Managing & operating marketing and leasing strategies using marketing tools and agencies.

Supervise campaign activities for the publicity of properties available for lease.

Developing and managing Projects packages, form & templates, properties manuals & tenants’ guideline such as (Leasing packages and time schedule and process tactics, Project operation manual, Rules & regulations etc.) online and/or on site.

Scout and identify prospective tenants looking to lease a property.

Provide potential tenants with a tour of property or home highlighting the valuable features of the building in order to convince customers and influence lease.

Run background checks on potential tenants to evaluate their credit status and legal status and records to determine if they are eligible occupy a building.

Managing the processing and approval of client applications and lease documents.

Elaborate the terms of lease, rental rate and period of payment to tenants.

Guide the activities and operations of a leasing team to ensure revenue goals are achieved.

Organize meetings during which leasing operations are discussed to identify solutions necessary for achieving occupancy targets.

Oversee the designation of leasing staff to appropriate territories.

Ensure the proper documentation and storage of leasing files.

Develop and implement policies necessary for improving the profitability and efficiency of a leasing department.

Prepare and execute lease agreements using approved lease forms.

Maintain contact with lessees during their tenancy period to oversee their welfare and help resolve property issues.

2- Property & Facility (Maintenance) Management

A- Property management:

“Tenants, Contracts management, Rent Collection, Reports”

Oversee, maintain, and inspect all designated buildings and properties.

Review and approve all prospective tenant applications.

Negotiate, prepare and monitor all legal documents relating to tenant occupancy, and finalizing the terms and conditions and signing the contract.

Respond to, investigate and resolve all tenant concerns to achieve a high level of customer service.

Address tenant complaints, violations, and problems.

Manage tenant, client and stakeholder communications and relationships .

Oversees Accounts Receivable ensuring rents and all other applicable fees are billed and collected. Ensures that collection and demand notices are generated, delivered and/or posted as required by local laws. Initiates and oversees the eviction process working with the attorney if needed to ensure timeliness and desired results.

Prepares and implements a property-operating budget. Maintains and control property income in addition to expenses. Completes required reports including weekly, monthly, quarterly leasing, variance and capital reporting.

Recruits, hires, train, evaluate and appropriately discipline all on-site employees. Conducts timely employee reviews and ensures adequate/appropriate staffing.

Schedules, coordinates and supervises all staff/department activities. Approves and submits timesheets to payroll including overtime and vacation schedules.

Maintains and enhances relations with prospects, residents, staff, and vendors.

Maintaining records of income, expenses, signed leases, complaints, maintenance, etc.

Negotiating and renewing expired contract & Terminating contracts and initiating eviction proceedings.

Manage the Fit-Out and Move-In process.

Oversees the process of “turning over a unit” or handover to make available for the next renter by conducting a pre-move-in inspection. Conducts move-out inspections and assesses charges if appropriate.

Performs regular property inspections for cleanliness, secured & maintenance programs.

Evaluate, approve and monitor all vendor contracts to comply with all relevant laws, codes, and company policies.

Administers petty cash and annual budgets.

Review and reconcile accounts payable and receivable.

Prepare and maintain all records, correspondence, and files.

Prepare and present monthly management reports including updates on administrative items, financial situation and condition of the property.

Provide a monthly, quarterly and annual reports.

Income and expenses report.

B- Facility Management (Soft & Hard services).

Involved in both strategic planning and day-to-day operations, particularly in relation to buildings and premises. Likely areas of responsibility include:

building and grounds maintenance.

cleaning.

health and safety.

procurement and contract management.

security.

space management.

utilities and communications infrastructure.

Soft services affect operations and Safe built environment (janitorial, waste management, décor)

Health and safety management.

Building Security.

Waste management services.

Budget management.

Supporting staff across departments.

Workspace management.

Cleaning and washing facilities.

Hard services deal with the building physical space (HVAC, plumbing, electrical)

Property strategy, design, and planning.

On and off-site building management.

Implementing a predictive, reactive, or preventive maintenance approach.

Contract management.

Space management.

Maintenance of heating, ventilation, and air conditioning (HVAC).

Lighting, plumbing, and electrical inspections.

Ensuring fire safety systems are in working order.

Providing emergency responses.

“Maintenance”

Providing tenants with 24-hour emergency telephone contact numbers for emergency repairs.

Ordering repairs, services and maintenance as requested by tenants or owner.

Yearly inspection of properties to recommend maintenance.

Conduct a minimum of two exterior and interior inspections per year, and provide a written report of major deficiencies.

Responsibilities

Prepare documents to put out tenders for contractors.

Project manage, supervise and coordinate the work of contractors.

Investigate the availability and suitability of options for new premises.

Calculate and compare costs for required goods or services to achieve maximum value for money.

Plan for future development in line with strategic business objectives.

Manage and lead change to ensure minimum disruption to core activities.

Direct, coordinate and plan essential services such as reception, security, maintenance, mail, archiving, cleaning, waste disposal and recycling.

Ensure buildings meet health and safety requirements and that facilities comply with legislation.

Plan best allocation and utilization of space and resources for new buildings, or re-organizing of current premises.

Check that agreed work by staff or contractors has been completed satisfactorily and follow up on any deficiencies.

Coordinate and lead one or more teams to cover various areas of responsibility.

Use performance management techniques to monitor and demonstrate achievement of agreed service levels and to lead on improvement.

Respond appropriately to emergencies or urgent issues as they arise and deal with the consequences.

Conduct a final inspection when the property is vacated, with a move out inspection report.

Develops, updates and implements procurement policies and procedures.

Ensures that the Company purchase policies and procedures are followed at all times.

Develops budget recommendations for capital outlay, personnel services, equipment & materials.

Develops the terms of contract documents for the supply of routine/ special materials/goods/services.

Ensures that all Company purchase orders placed serve requirements, best interests and legally protect its rights.

Ensures that all purchase requests are received in proper formats and through proper channels.

Analyzes and evaluate all purchasing requisitions to ensure clarity and completeness in description of materials, equipment and etc.

Approves samples and acceptance/rejection of goods supplied by suppliers based on their quality and other parameters for multi-user items in coordination with concerned Department.

Searches for potential suppliers on regular basis and gathering information pertaining to quality, pricing, and payment and delivery strategies.

Provides technical assistance to subordinates regarding the development of new procurement related methods, policies and procedures.

Analyzes market and delivery conditions to determine present and future material availability and preparing market analysis reports.
Directs and reviews contracts, bids, proposals, and supplier agreements for legal correctness, price, and acceptability of items to specifications.

Negotiates or supervises the negotiation of complex requests for raw materials, spare parts, supplies, and services from suppliers and subcontractors.

Provides support for vendor management system for major spend areas, according to requisition to pay and streamline guidelines.
Ensures and manage monthly tracking for procurement on a monthly or quarterly basis.

Ports, customs and Ministry of trade.

Meets with staff and management to help them determine their purchasing needs.

Ensures that vendor evaluations are carried out.

Maintain excellent relationship with existing service vendors as well as potential vendors to procure further works.

Keep up with market trends, new products and their organization’s supply needs.

Advises staff and management on contracts with suppliers.