Assistant Manager Lease Administration

Role Purpose The position is responsible for maintaining the lease administration function in the Qatar market. The role of lease administration is as a support function to the Real Estate team to manage effective controls, data accuracy & tracking, maintaining an effective audit trail and effective lease signing aligned with Americana standards & policies to meet the department goals.

The Assistant Manager shall support the effective management of Americana’s new and existing real estate portfolio, including but not limited to lease agreements, authority compliance, database tracking and ensure alignment with strategic objectives. This role encompasses performance monitoring, risk management, lease oversight, and collaboration with key stakeholders to optimize control and compliance objectives.

Key Responsibilities

Process Lease signing as per organizational objectives

Monitor and track the status of lease signing forecasted signing monthly.

Manage and monitor day-to-day activities within your geographical area that supports the operations of the Portfolio Lease Administration Service Line

Oversee company portfolio of retail store leases and supervise individuals in the Lease Administration Department in your market (where applicable).

Support and assist with Americana’s Restaurant Division initiatives & change management

Recommend new approaches, policies, and procedures to effect continual improvements in the efficiency of services performed

Ensure Americana standards are implemented, met and maintained

Ensure Americana’s lease signing process is consistently applied and maintained.

Own execution of compliance & risk management initiatives, ensuring compliance with lease terms and regulatory requirements within the required SLA’s as well as identifying potential risks in lease agreements and providing recommendations for resolution

Provide timely and accurate documentation and reporting

Execute special projects as assigned by Line Manager

Collaborate on high profile projects that will require special attention and reporting

Manage, train, and develop team members in your market.

Demonstrate initiative and reflect a sense of urgency in daily duties by meeting or improving upon deadlines

Closely track and provide updates to the plan for securing NSOs.

Track critical dates (renewal options, kickouts, rights to terminate and expirations) for existing stores and generate and maintain several reports and weekly updates with respect to same.

Ensure that all stores with upcoming critical dates are addressed with management in a timely manner and follow through with decisions while meeting critical deadlines.

Draft and / or review lease amendments and termination agreements with respect to existing stores.

Assist in the development and implementation of procedures to ensure the integrity of the lease database system.

Write reports as requested in the lease database system for the Real Estate Department.

Assist in lease preparation and review against Americana policy & top lease conditions

Other duties or projects assigned.

Maintain an accurate, detailed audit trail for each deal, and track and document decisions related to the same

Receive cheques from finance related to the lease agreement, check if they are aligned with the particulars of payments as per lease and ensure they are delivered to the Landlord on timely manner.

Follow up with the Landlord on the executed lease agreement & required official documentation in a timely manner, escalating any delays to the Real Estate deal owner

Take ownership of all active leases and drive them to closure within defined timelines by overseeing municipal contracts and landlord documentation, ensuring compliance and timely execution of all related legal and operational processes, including the collection of trade license requirements, NOCs, AMCs, and other relevant documents, while maintaining close coordination with the GRD team

Education

Bachelor's Degree

Knowledge of Microsoft Office specifically Word, Excel, Power Point is essential.

Experience

5-7 years’ experience in lease administration or legal in a retail chain or shopping center environment

Strong understanding of regional real estate and / or leasing practices, metrics and municipality / authority regulations

Knowledge of legal terms & language of the lease

Language Proficiency

Arabic (Mandatory)

English (Mandatory)

French (Desirable)

Knowledge

Excellent quality checking & compliance skills

Ability to plan, organise and adapt in various situations to meet business objectives

Experience of business process re-engineering

Experience of extensive Real Estate System Implementation projects

Strong analytical abilities

Skills

Ability to interpret complex retail lease language.

Exceptional communication and negotiating skills.

Ability to meet deadlines.

Strong attention to detail and organizational skills.

Ability to prioritize and manage multiple projects

Strong organizational skills

High-quality work ethics without supervision

Excellent verbal and written communication skills

Excellent time management skills

Ability to solve problems by drawing upon the collective thinking of the broader team through influence and negotiation.

Strong leadership skills

Client relationship management skills.

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