About the Role
To support the effective management of rented and owned premises across the UAE and international locations, this role involves managing the corporate property portfolio. The responsibilities encompass end-to-end lease administration, commercial negotiations, landlord relationships, property-related regulatory approvals, and permit coordination for offices, branches, ATMs, and Electronic Banking Service Units (EBSUs). Collaboration with various departments such as Legal, Finance, and Procurement is essential to enhance business expansion, ensure timely renewals, optimize costs, maintain accurate records, and ensure continuity of operations. Additionally, supervision of real estate support staff in leasing renewal processes and coordination with legal teams for contract document vetting is a key aspect of this role.
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Key Result Areas
- Manage property leases across the UAE and international locations to meet business operational requirements.
- Administer the Real Estate portal and property systems, including RERA and Ejari.
- Review property documents for compliance with banking standards for new premises both domestically and internationally.
- Coordinate lease renewals, amendments, terminations, handovers, and new lease agreements.
- Negotiate rental rates and lease terms with landlords to achieve cost savings and enhance business value.
- Prepare, review, and process lease documents in collaboration with Legal and other stakeholders.
- Serve as the primary contact for landlords and building management regarding lease and property matters.
- Maintain accurate lease records to support IFRS 16 reporting requirements.
- Manage tenancy registrations, attestations, and renewals with relevant UAE authorities.
- Coordinate permits, licenses, and lease renewals for free zone and commercial properties.
- Oversee the renewal of plot leases with UAE Municipality and coordinate with Dubai Land Department and Trakhees for Free Zones (DDA, DMCC for Shurooq).
- Manage relationships with external service centers for Banking Real Estate permits and ensure efficient banking operations across all emirates.
- Handle electricity and water connections through authority coordination, including processing final bills and following up with landlords on monthly utility payments for rented premises.
- Maintain ATM lease records, monitoring expiry dates to coordinate renewals or closures with business teams.
- Process Oracle requisitions related to lease renewals and closures.
- Manage Central Bank portal access and support permit applications.
- Facilitate Central Bank inspections to obtain operating licenses for new or renovated premises.
- Work closely with Legal on lease reviews and commercial lease terms to ensure thorough evaluations.
- Coordinate with government authorities and service providers for property approvals, permits, and registrations.
- Address landlord and tenant issues, handling complaints and property-related requests effectively.
- Ensure compliance with internal policies, standard operating procedures, and delegated authorities.
- Track and report property expenses, supporting budgeting activities and identifying cost-saving opportunities.
- Maintain comprehensive documentation of all regulatory approvals, permits, and related records.
- Manage all landlord documentation, lease execution, rent payments, and vendor registration processes.
- Prepare and distribute portfolio reports covering leases, permits, costs, renewals, and key performance indicators.
- Identify opportunities for process improvement and enhance lease tracking and reporting capabilities.
- Maintain a robust understanding of RERA regulations and property management systems.
Operating Environment
- Provide extended support to the Retail Banking Group for the installation of new ATMs and liaise with landlords to obtain necessary approvals for fit-outs.
- Foster good relationships with authorities, including RERA and the Land Department.
- Ensure timely renewals of lease agreements for all ATMs, rented, and owned premises while maintaining a professional rapport with landlords and agents.
- Interact continuously with senior managers within the Bank and external local authorities to ensure efficient operations.
- Support the Property & Project management team by collaborating with landlords on new properties, projects, relocations, and renovations as per delegated authority.
Problem Solving
- Exhibit proactive nature, well-developed administrative skills, and maintain good working relationships with both internal staff and external clients.
- Apply logical, analytical, and creative thinking to solve problems and evaluate various aspects of property management.
- Follow up on service quality and turnaround times related to rented and ATM queries, proactively addressing approvals and issues.
- Troubleshoot and manage local authorities for resolution of arising property-related issues.
Decision Making and Authority
- Demonstrate teamwork and market knowledge of real estate to facilitate informed decision-making.
- Prioritize tasks effectively while managing time efficiently to reduce costs and derive savings.
- Ensure adherence to internal standards and regulatory requirements, submitting timely information to avoid penalties.
Knowledge, Skills, and Experience
- Bachelor's degree in Commerce.
- Excellent computer skills and 5-10 years of banking experience.
- Training and certification from the Land Department for Property Management and the Ejari System.
- Comprehensive knowledge of RERA and property-related systems and regulations.
- Strong consultative and evaluation skills with excellent communication and interpersonal abilities.
- Well-versed in local regulations and RE property authority policies/procedures.
- Proven analytical and administrative abilities with robust organizational, planning, and time management skills.
- Excellent command of spoken and written English, with Arabic proficiency being an advantage.
- Ability to foster teamwork and create a positive working environment.
Responsibilities
- Promote and ensure high customer service standards.
- Obtain business approvals for all branches, EBSUs, and offices.
- Ensure all Central Bank approvals are secured for branches and EBSUs.
- Conduct due diligence inspections for new sites and engage landlords in discussions to negotiate rent reductions.
- Address complaints and liaise with landlords as necessary.
