Leasing Administrator

Job Code: 318/001/137
Industry: Real Estate

Job Brief:
The Leasing Administrator provides comprehensive administrative and operational support to the Leasing Department, ensuring efficient handling of lease documentation, tenant communication, and system updates. The role supports the Leasing Manager in daily leasing operations and ensures smooth execution of new leases, renewals, terminations, and Ejari registrations for both long-term rental properties and short-term holiday homes. The candidate must be highly organized, have strong communication skills, and maintain accurate records while ensuring compliance with Dubai Land Department (DLD) and RERA regulations.

Job Responsibilities:
Leasing Administration & Documentation

• Prepare, review, and process tenancy agreements, lease renewals, addendums, and terminations in line with company policies and legal requirements.
• Register and renew Ejari contracts through the DLD online system, ensuring timely processing.
• Maintain and update lease records and tenant information in the property management system (e.g., Yardi or similar software).
• Ensure all lease documents are filed and archived accurately for audit and compliance purposes.
• Coordinate with the Legal team for tenancy-related disputes, notices, and regulatory matters.

Tenant & Client Coordination

• Act as the primary administrative point of contact for tenants regarding lease documentation and general leasing inquiries.
• Assist the Leasing Manager with move-in and move-out procedures, including preparation of handover documents and inspection reports.
• Ensure all tenant records, communications, and correspondence are documented and updated.
• Facilitate coordination between tenants, leasing agents, and the property management team to ensure timely issue resolution.

System Management & Reporting

• Enter and update leasing data in Yardi/CRM systems, ensuring accuracy in rental amounts, terms, and payment schedules.
• Generate reports (daily/weekly/monthly) on occupancy, lease expirations, renewals, and vacant units.
• Monitor lease expiry dates and ensure timely renewal notifications and processing.
• Assist in maintaining the leasing dashboard and ensure data accuracy across reports.

Compliance & Standards

• Ensure all lease agreements and activities comply with DLD, RERA, and internal standards.
• Maintain confidentiality and data protection when handling tenant and company information.
• Support the Leasing Manager during internal and external audits by providing required documentation.

Coordination with Other Departments

• Liaise with Finance for security deposit and rent collection, refund processing, and tenant account reconciliation.
• Work with Maintenance and Property Management teams to ensure unit readiness prior to lease commencement.
• Support Marketing and Sales teams by providing updated unit availability lists and rental details.