Faten Agha

Strategic Contribution:

· Ensure effective cascading of the departmental strategy into sectional business plans to ensure vertical alignment and horizontal integration with other interfacing departmental strategies

People Management:

· Organise and supervise the work of the assigned team to ensure that all work within a specific area of the activity is carried out in an efficient manner and aligned with operational procedures and policy

· Provide on-the-job training and constructive feedback to assigned team to support their overall development.

Promote organisational values and ethics within the assigned department to encourage employees' adherence.

Policies , Systems, Processes & Procedures:

Implement all departmental policies, procedures and controls covering all assigned areas of activities (including HSE) to ensure all relevant procedural/legislative requirements are fulfilled while delivering a quality driven, efficient service.

Budgeting and Financial Planning:

· Assist and provide any reports and analysis required to monitor the financial performance of a given area of activity versus budgets while ensuring departmental activities are conducted within approved guidelines, reporting any variances to management.

. Develop and maintain a sound knowledge of the operational processes,

software operation, business methodology to provide the resource and capability

for individual on-the-job induction training or group training for new

or inexperienced employees

· Create and/or develop training material and guides for software functions utilized

By the property management team

· Supervise the PM Support functions (Refunds Team, Collections, Issuance

of NOCs, Provision of Tawtheeq Services and Gov Liaison and Collections) to

ensure consistent quality of service

· Act as a control function for data analysis to ensure the series of weekly/monthly/quarterly reports on achievement against KPIs, Productivity, Real Estate MIS for senior management are accurate and complete

· Review and verify all tenancy contract templates related to bulk issuance for correctness before uploading into SAP

· Assist with the analysis of operational and system data to provide the senior management team with a clear understanding of trends and financial Portfolioperformance. Provide insight and recommendations to improve work flows and operational efficiency, and financial outcomes

· Assist with the monitoring of activity, both live and via software activity and reporting to determine quality and consistency of work performed by PM team across all PM departments within Provis

· Address failure or weak performance with team members by providing remedial on-the-job training where necessary

· Assist with the analyses of operational functions to develop modifications and/or provide additional insight to improve speed, efficiency, accuracy and financial performance

· Assist with the analyses of system data to develop and recommend modifications and/or provide additional insight to improve quality of reports, timeliness and accuracy of data entry to enhance financial performance

· Assist with determining quarterly trends to facilitate trend analysis to assist with forecasting workload, revenue generation and occupancy, and other KPI metrics as required

· Provide support to the Senior Manager Business Support and the management team as and when required

· Ensure the Business Support team deliver an engaging and professional

customer experience to Government entities, corporate clients in the

private sector and residential tenants.

o Responsible for the overall quality of operations in line with the company business process of the full PM portfolio

o Provide initial and follow up training to the Property Management team members to ensure understanding of policies, work flows , and software applications

o Provide support and review of PM management and clients report to ensure timely, accurate and complete reporting.

o Coordinate with Finance team and client representative to ensure satisfaction with information provided.

o Monitor activities via software activity and reporting to determined quality and consistency of work performed by PM staff, address failure or weak performance with team.

o Create and develop training materials and guides for functions in software system utilized by PM team.

o Communicate business process and software operation and methodology to new staff.

o Review software application and system capabilities to suggest improvement or changes to achieve higher efficiencies and more accurate and consistent results with regards to operations

o Conduct one-to-one and group trainings as needed to ensure of work across the PM portfolio is accurate and consistent.

o Create clients report that meet their requirements. Ensure reporting requirements are understood by PM team

o Create daily, weekly, and monthly reports to monitor activities performed by PM team and to ensure their adherence to policies and procedures

o Communicate recommendations effectively across business units to garner commitment to existing or modified processes and procedures.

• Streamlined property management processes by implementing efficient software and communication tools.
• Reduced maintenance costs for properties by negotiating with vendors and prioritizing necessary repairs.
• Increased tenant satisfaction rates through proactive communication and timely addressing of concerns.
• Managed financial budgets for multiple properties, ensuring all expenses were accounted for and reported accurately.
• Daily administration tasks such as timely issuance of lease renewal notices Landlord and Tenant, financial management, renewal of contracts (residential and commercial), etc
• Renewing Tawtheeq contracts (municipality contracts)
• Comprehensive management of a mixed portfolio
• Attending to customer queries and follow up with customers thereby ensuring timely resolution of issues thus upholding company reputation as the best services providers.
• Prepare annual budgets and income projections in a timely and accurate manner.
• Escalation procedures followed as and when required Receiving maintenance reports for vacating tenants after inspection
• Refunding security deposit Cheques to vacating tenants
• Auditing daily reports.
• Preparing legal requests when needed and provide external lawyers with direct assistance, such as gathering necessary documents.
• Filing legal correspondence
• Sending legal notices
• Following up rental legal cases
• Following up the expiries for trade names
• Following up with accounts for the invoices received from the external lawyers
• Opening new files for new cases
• Following up legal issues

o Answering some of the customer inquiries

o Receiving maintenance invoices and coordinating with contractors

o Entering invoices into the system

o Forwarding maintenance invoices to the facilities management department to be checked and signed

o Forwarding maintenance invoices after being signed to the accounts department

• Filing tenancy contacts and other correspondence
• Preparing renewal letters on monthly basis
• Auditing tenancy contracts

• Streamlined office processes by implementing efficient organizational strategies and time management techniques.
• Enhanced communication efficiency by creating comprehensive internal documentation and updating office policies for clarity.
• Reduced administrative workload for supervisors, managing calendar appointments and coordinating meeting logistics.
• Improved workplace productivity with the implementation of a centralized filing system, organizing both digital and physical documents.

o Receive, direct and relay telephone messages and fax messages

o sustain the general filing system and file all correspondence

o Make arrangements of doctors schedules

o Maintain a sufficient inventory of office supplies

o Provide word-processing and secretarial support

o Coordinate the repair and maintenance of office equipment