Job Description

Roles & Responsibilities

Act as the primary administrator and coordinator for the Mall Management Office, communicating effectively with colleagues, establishing effective working relationships, and providing full administrative support.
Record and track the progress of relevant mall management day-to-day activities to provide information to the Centre Manager for making informed decisions.
Coordinate and collect budget reports (OPEX & CAPEX) from relevant departments on a weekly/monthly basis.
Assist in preparing footfall and turnover forecasts and submit them to the Centre Manager.
Prepare and administer outgoing communications, memos, letters, and emails for the asset.
Monitor monthly database growth and analyze sales/footfall drop /increase for marketing campaigns.
Support the Centre Manager in the preparation of meetings, attend the meetings, and take minutes as required.
Attend calls and respond in a timely manner to queries related to the mall management services and any issues related to mall services to ensure critical issues are escalated on time to the center manager or concerned staff to provide efficient customer service for all the tenants.
Support the team in updating the database of all mall services activities, rates, retail lease, relevant leasing regulations, etc., and ensure accurate information recording.
Coordinate and receive tenant requests, including work permit requests, via call center and distribute them to the appropriate teams, such as Tenant Relations or the technical team, in case of technical requests for timely redressal.

Reporting

Assist in preparing asset business plans and asset year-end analytical presentations or any other related reports.
Assist the Centre Manager in preparing monthly asset management reports for the management to report on the asset performance and the progress on various initiatives as planned at the beginning of the year.
Support the Centre Manager in preparing financial performance-related reports that includes tenant/customer aging to see how much debt is outstanding, status on the CAPEX or OPEX spend and cost savings etc.
Prepare monthly master sales report tenant ranking reports & and submit them for further action.
Prepare monthly expense reports and share them with the Centre Manager.
Review specialty sales reports and ensure the accuracy of data received from Tenant Relations executives.
Track and review footfall and car park operating reports and systems to provide accurate business analysis.
Prepare any HR-related reports, weekly schedules, annual/compensatory/sick leave, and employee detail trackers.

Financials

Prepare and submit all invoices to Finance, track the payment process, and act as a main contact point between the asset suppliers & and the Finance department.
Carry out Oracle purchase requests for office and administrative requests and other Oracle-based reports and functions.
Carry out YARDI / Zycus purchase requests and other Oracle-based reports.

Documentation Management

Track, receive, and follow up on mall and tenant compliance documents. Prepare the file and record all official documents and support the tenant relations team in maintaining up-to-date records of all tenants' documentation.
Track and collect all tenant sales data.
Draft the tenant letters / interoffice memos.
Track the inventory and ensure that the property's units and space records are accurate.

Desired Candidate Profile

Bachelor’s degree in any discipline is preferred.
Minimum of 2–4 years of experience in retail, retail mall management, or related fields.
Experience in the Middle East is preferred.
Sound understanding of financial concepts and ability to handle basic financial data.
Proficient in Microsoft Office applications, including Excel, Word, and PowerPoint.
Excellent verbal and written communication skills; proficiency in Arabic is a plus.
Strong problem-solving and analytical abilities.
Exceptional organizational and time management skills.
Excellent interpersonal skills with the ability to interact effectively at all levels of the organization.
Strong numerical aptitude and finance acumen.
Ability to remain composed and professional in challenging situations.
Accurate and thorough in filing, documentation, and record-keeping.

Senior Officer Leasing Support DUBAI PROPERTIES GROUP LLC

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