Property Management Executive – Administration & Coordination Artha Realty LLC

We're looking for a proactive and detail-oriented Administrative Executive to support the Property Management Division in ensuring seamless property operations, documentation accuracy, and client satisfaction through efficient coordination, compliance, and communication.

Department: Property Management:

Reports To: Head of Property Management / Property Manager

Coordinates With: Leasing, Accounts, Marketing, and HR Departments

External Interfaces: Landlords, Tenants, Service Providers, DLD/RERA Authorities

Job Purpose:

To provide comprehensive administrative and operational support to the Property Management Division, ensuring smooth coordination between landlords, tenants, service providers, and internal departments. The role focuses on maintaining accurate property documentation, managing listings across portals and CRM systems, and ensuring all activities comply with company policies and RERA/DLD regulations — reflecting Artha Realty’s commitment to service excellence and operational efficiency.

Key Responsibilities:

1. Documentation & Record Management

• Maintain and update property files, tenancy records, and lease agreements in the CRM system.

• Manage and update property listings across real estate portals (Property Finder, Bayut, Dubizzle, etc.).

• Track key tenancy dates such as lease expiries, renewals, and rent payment schedules.

2. Tenant & Landlord Relations

• Act as the primary point of contact for tenant and landlord queries.

• Draft and issue official correspondence related to tenancy and property matters.

• Ensure prompt response and professional communication to enhance client satisfaction.

3. Compliance & Regulatory Support

• Ensure all property management documentation complies with RERA/DLD requirements and company standards.

• Maintain up-to-date records of DEWA, Empower, Ejari, and insurance documentation for each property.

• Support management during audits and compliance inspections.

4. Financial Coordination

• Prepare rent collection reports and follow up on outstanding payments.

• Liaise with the Accounts Department for deposit refunds, vendor invoices, and petty cash reconciliation.

• Maintain transparency and accuracy in financial records and tracking.

5. Vendor & Service Provider Management

• Coordinate with maintenance, cleaning, and third-party vendors for quotations, approvals, and scheduling.

• Monitor job completion, verify service quality, and ensure approvals before payment processing.

• Maintain a reliable vendor database with service records and feedback.

6. Handover & Operations Support

• Support property handovers, move-in/move-out inspections, and inventory verification.

• Maintain updated availability lists and unit status for the leasing and marketing teams.

• Assist in snagging coordination and ensure readiness of units before handover.

7. Internal Coordination & Reporting

• Collaborate with internal departments to ensure smooth day-to-day operations.

• Assist management in preparing reports, presentations, trackers, and data summaries as required.

• Uphold confidentiality and accuracy in all internal communications and reporting.

8. Property Marketing Support

• Assist in preparing marketing materials for vacant units (photos, videos, descriptions, etc.) and uploading them across portals and social media platforms.

• Coordinate with the Marketing and Leasing teams to ensure listings are accurate and updated regularly.

9. Inspection & Maintenance Follow-Up

• Conduct periodic inspections to identify maintenance needs and ensure timely resolution.

• Maintain logs of maintenance requests, job status, and closure notes for each unit.

• Coordinate with vendors for preventive maintenance and emergency call-outs.

10. Customer Experience & Retention

• Monitor tenant satisfaction levels and provide feedback to management on recurring issues or service improvements.

• Support renewal processes by ensuring timely communication with tenants and landlords.

• Handle minor complaint resolutions before escalation to senior management.

11. System & Process Improvement

• Identify gaps in property data, workflows, or vendor coordination and recommend process improvements.

• Support the implementation of automation tools, CRM updates, or new reporting formats.

Work Environment:

Based at Artha Realty office, with regular field visits for inspections, handovers, and client meetings. Requires flexibility for occasional after-hours or weekend coordination during urgent handovers or maintenance calls. Must maintain confidentiality and professionalism in all landlord/tenant communications.