DIVYA PRABHAKARAN
Assistant Manager-Legal lease administration
Dubai,UAE
Summary
Knowledgeable Assistant Manager with Law degree and 12 + years experience in GCC retail and with expertise in policy development and administration. Focused on keeping policies current and smoothly implementing changes for maximum efficiency and optimum operations. Excels in organization, communication and problem-solving. Takes on challenging new role harnessing interpersonal skills, collaboration and problem-solving. Driven to deliver high-quality service and consistent results.
Overview
18
18
years of professional experience
3
3
Certification
Work History
Assistant Manager -Legal Lease Administration
Al Futtaim Malls - Dubai,Doha And Cairo
Regional-Dubai,Doha And Cairo , Regional
2018.11 - Current
- Maintaining and administering all supporting documents, data entry, and financial reporting required to assist Regional Retail Leasing and Asset Management teams in carrying out their objectives.
- Examine contracts to verify legal compliance and document completeness.
- Maintaining all confidential personnel files, license and legal compliance records.
- Negotiating contracts and maintaining strict legal compliance with terms and conditions.
- Reviewing, drafting, and preparation of required legal documents in coordination with Group Legal and ensure to maintain accuracy, completeness and compliance with legal standards.
- Receiving payments from tenants, ensuring correct payment is received and dealing with Finance department on same.
- In charge of ensuring Ejaris are issued to tenants on time.
- Sound knowledge of databases, financial systems, Excel, SAP and Yardi.
- Working to ensure that information on all documents is correct and accurate, all relevant documents are received from tenant, lease agreements are prepared as per terms agreed upon between tenant and landlord and matching signatures on documents and cheques against POA provided by tenant.
- Assisting Regional Lease Admin Manager to prepare reports and tactics to support overall Lease Admin strategy, as well as, consolidating and managing effective operation of all regional reporting needs.
- Working within KPI parameters to ensure timelines are met and align with vision and strategy of overall Lease administration and Leasing department.
- In collaboration with Regional Lease Admin Manager preparing and maintaining progress reports on weekly/monthly/annual basis as required by Malls division, such as vacancy reports, renewals schedules, tenant documentation updates, rent concessions report, operational reports, KPI tracking and deliver all agreed reports on time to excellent quality.
- Maintaining up to date tenancy schedules along with special conditions of all legal documents for Regional Retail Leasing team at all times.
- Responsible for regularly updating and maintaining centralized tracking sheet (including but not limited to special conditions database, renewals tracking, legal tracking, document tracking etc
- Coordination between regional business teams, EIT and Tenants
Accurately document meeting actions, discussions and outcomes and maintain detailed audit trail at all times. - Train staff on best practices to achieve optimal productivity.
- Address customer issues calmly and professionally, delivering quick, successful resolutions.
- Led and managed administrative staff to maintain smooth daily operations.
Senior Lease and Mall Administrator
City Land Mall, Mc Arthur & Company
Dubai , UAE
2018.06 - 2018.10
- Abstracted and entered Letters of Intent, Memorandum of Understanding, Leases, Initial Lease Approval Forms, amendments and other documents.
- Maintained master lease admin database.
- Managed over documents for 250 retails units.
- Was responsible for Yardi data integrity of physical and electronic lease files.
- Ensured efficacy of all legal documents which goes out to tenant for signature.
- Followed-up with internal and external parties on status of all documents/deals. Communicated with Leasing, Legal & Account departments, as well as retailers and landlords.
- Prepared initial rent receipts and confirm all relevant data.
- Monitored documentation process and ensures that all is completed within timeline.
- Utilized and managed all tools and resources available to manage workload, including checklists, databases, logs and other related reporting tools.
- Supported Leasing Dept on preparation of reports, e.g Tenant Mix, Rent Roll, etc
- Assisted Retail design team with correct LOD,Variation requests, phasing of mall.
- In charge of Ejari and legal approvals for mall.
- Negotiated and coordinated lease documents on requirements needed, including signed documents, payments, tenant details forms and registration/licenses, receipts, etc.
Senior Real Estate Administration Specialist
Azadea Group
Dubai , UAE
2016.11 - 2018.02
- Developed and implemented real estate Visual Lease system with accurate Lease Tenancy Schedule covering details of all stores/offices/warehouses and Lease/Legal commitments that are included in lease.
- Handled documentation of more than 1500 retail units across GCC countries.
- Reviewed and validated all output (particulars of lease) provided ensuring its alignment with commercial agreement, budgetary requirements and any previously agreed special conditions with major tenants.
- Provided regional administrative support to Real Estate Management as required for successful validation and management of commercial and legal leasing terms with aim to ensure viability of business and meet its overall objectives.
- Developed performance metrics and reporting tools ensuring timely achievement of business objectives and encouraging improvement, effectiveness and appropriate levels of control.
- Evaluated and validated new Real Estate opportunities and prepare required detailed presentation for
- Developed and maintained strong strategic working relationships with all local Landlords and Agents.
- Managed Shop Validation Report (SVR) process; collected required commercial details, gathered feedback for sales projections, shared and validated report with relevant parties share with committee, and ensured its approval.
- Established competitor analysis market map by Brand on regular basis to map where competitors are trading to determine potential gaps in expansion.
- Assisted in scouting prime and anchor locations (including driving streets, meeting landlords/agents/brokers) as well as maintained accurate market map.
- Successfully delivered on tasks within tight deadlines.
Leasing Administrator
Al Futtaim Group Real Estate
Dubai
2014.04 - 2016.10
- Prepared Lease Approval Form for higher management signature and ensure preparation of lease agreement contract as per approved Lease Approval Form.
- Ensured that documents required are completed (Lease proposal, Brand Profile, Tenant Information Sheet, Trade license copy for Corporate Booking, Insurance certificate for renewal units, Guarantee letter, Power of Attorney for Authorize Signatory etc.).
- Assisted Leasing Admin and Leasing team to draft all hard copy correspondence and documentation about lease agreements that are to be renewed or re-geared.
- Ensured that all new and renewal lease documentation including Surrenders, Side Letters, or any other documentation were correctly prepared in accordance with Standard Operating procedures (LAF/LCA, Lease Contract etc.) and was signed by authorized person as per Delegation of Authority to avoid any litigation in future.
- In charge of execution of all documents like New leases, Agreement for Lease, Lease renewals, Deed of assignments, Deed of Surrenders, Deed of terminations, Lease amendments etc.
- Ensured to get LOD for all units from Development and submit to leasing team.
- Followed up with tenants on documents to be executed.
- Ensured that all cheques and fees payable with lease documentation (including Surrenders) were submitted and correctly dated prior to passing documents for execution.
- Maintained filing of tenant's documents (LAF & Lease Agreement) according to property and unit number.
- Maintained updated, effective and user-friendly filing system including soft filing (ProjectWise and SAP), hard filing (Original Leases and correspondence) and ensure that there is effective system in place for tracking and retrieval of files / documents.
- Key user for SAP REFX using new SAP EC 6.
- Data Management - Ensured that all lease contract information (Commercial and Retail) were accurately recorded in REFX system, including all new leases, amendments and terminations.
- Maintained accurate Master Lease Schedule.
- Responsible for registering all units with RERA/DED for Retail units and preparing Ejari's for Retail and Specialty tenants.
- Assisted in establishing policies and procedures and department flow .chat and develop or recommend changes to other contract documents.
- Maintained tracking schedule and timeline of all documents from approval till execution.
- Ensured that all process comply with established policies and procedures and rules of operations of mall.
- In charge of Revenue and Negative accruals file which needs to be escalated to management and finance on monthly basis.
- Assisted Leasing Admin team on preparation of progress reports on weekly/monthly/annual basis as appropriate.
- Acting Assistant Lease Admin Manager in their absence.
- Assisted Senior Managers on preparation of supporting documentation for Budget, Budget Review and Forecasting as required.
- Prepared detailed, accurate contracts for prospective tenants.
- Ensured files, reports, keys and related property items were labelled and stored correctly for ease of use.
- Managed customer relationships to achieve high satisfaction rate.
- Built and maintained exceptional working relationships with existing tenants, generating consistent referrals and ongoing business opportunities.
Office Administrator
Gulf Marketing Research, Al Futtaim Group LLC
Dubai , UAE
2011.03 - 2014.04
- Carried out administrative functions such as managing overall admin functions of office, ordering stationery ,handling leave applications, typing relevant documents, letters and presentations for 3 units of department (Call Center, CRM and Research).
- Arranged meetings and booking rooms and conference facilities. Attended meetings for taking minutes and keeping notes.
- Used content management systems to maintain and update websites and internal databases.
- Was in charge of invoicing clients on months basis.
- Maintained office systems and project registers and ensured their maintenance accurately.
- Was In charge of company ISO registration. Maintained proper filing system for department of hard copy and soft copy data to be in line with ISO rules.
- Liaised with vendors for outsourcing field and data processing work
- Assisted with recruitment of temporary staff and processed payment for contract staff.
- Did follow-up with clients for outstanding payments.
- Prepared and maintained presentations, records, spreadsheets and databases as required by business using Microsoft Word, Outlook, PowerPoint, Excel and Access.
- Ensured proper sorting and distribution of incoming post and organizing and sending outgoing post.
- Liaised with colleagues and external contacts to book travel and accommodation.
PRO & Customer Service Manager
Aster Hospital,Kottakkal
Kottakkal,Malappuram , India
2010.05 - 2011.02
- In charge of whole customer care team of 15 staff at Aster hospital.
- Managed 1500 patient portfolio in day.
- Planned, implemented and managed all public relations for hospital.
- Established realistic and achievable public relation goals for hospital.
- Evaluated and recommended changes as required to improve public relation activities.
- Received and did follow up on public relation issues, in consultation with appropriate department head or committee chairman, as necessary, alerts appropriate departments head and committees of public relation activities that affect their department.
- Took daily VIP list and VIP care.
- Arranged for patient's appointments.
- Handled patient's complaints.
- Was member of NABH committee organized by hospital. Had to ensure that hospital complies with all necessary requirement and documentations to get NABH accreditation.
Legal and Administration Manager
Best India Computer (P) Ltd
Kottakkal,Malappuram , India
2006.07 - 2010.05
- Administration, HR, Legal & Customer Service, Vetting and drafting of all legal letters, notices and agreements relating to all vendors, customers, employees
- Kept track of agreements which expire and based on business need and initiate steps to renew or enter into new agreements.
- Drafting legal / commercial documents for more that 300 client portfolio.
- Negotiated on different types of agreements.
- Represented company in Courts for necessary court procedures.
- Interpret legal issues and foresee possible outcome of contract including preparation of legal documentation and vetting documents.
- Contracts Management: Between suppliers, employees, customers etc
- Maintained MIS to all legal related work.
- Handling of legal queries received from Help Desk and Customer Care.
- Handled more than 800 customer complaints in month and resolved more than 85% of complaints in amicable manner.
- Handled Branch Queries related to various matters like transmission of funds and securities.
- Experience in Labor Laws, Non - Litigation matters like preparation of Leave and license Documents, Sales Deeds.
- Agreements for purchase and sales.
- Ensured compliance with all Firm Law provisions and Legal requirements for Firm.
- Monitored changes in relevant legislation and regulatory environment impacting Firm, and suggesting for taking appropriate action
- In charge of Trade mark registration and license renewal of company
- Ensured proper management of company website.
Education
MBA - Customer Relation Management
National Institute of Business Management
Chennai,India03.2008
LLB, Law Graduate - Law
University of Calicut
Kerala,India06.2003
Bachelor of Arts - Law
University of Calicut
Calicut,India06.2003
Skills
- Extremely organized
- Multi tasking
- Contract management
- Attention to detail
- Self-motivated
- Exceptional Interpersonal communication
- Key User for SAP REFX,Yardi and Visual Lease
- Team liaison
- Advanced MS Office Suite knowledge
- Team leadership
- Report Development
- Database management
- Staff development
Certification
- Certified Ejari Administrator - RERA Dubai Land Department Certified in year 2015
- Certified ISO Quality Manager
- Certified ISO Internal Auditor
Languages
Malayalam
Native language
English
Master or proficient
C2
Hindi
Advanced
C1
Arabic
Elementary
A2
Work Availability
monday
tuesday
wednesday
thursday
friday
saturday
sunday
morning
afternoon
evening
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