About the job
Job Title: Coordinator – Projects Sales and Leasing Management
To assume overall responsibility for all administration, lead distribution, CRM, publishing listings, compliance and reporting for Projects Team, supporting a team of 5 Agents and a Head of Department.
This is a hands-on role, the individual should be comfortable operating in a fast paced, multi-site and customer focused environment. Dealing with multiple Agents and undertaking various administrative and coordination tasks to support their work. Working within a growing SME to streamline processes and ensure efficiency.
For Confidential Projects: Coordinate with CRM technical support and account managers to integrate APIs related to leads generated via landing page and/or project website and accordingly set automatic lead rotation when required
For all other Projects: Work with Cushman & Wakefield Core receptionists in ensuring that all incoming leads are entered in CRM correctly and are distributed fairly to respective PSLM consultants
Manage lead re-assignment, deletion and modification when required
Create listing draft on behalf of the agent and collect complete relevant document requirements from the owner of the unit
Upload required documents in CRM for Trakhees permit application and property finder verification
Publish / Unpublish listings
Coordinate with Photographer on behalf of consultant for any photo shoot requirements for new listings
Bulk upload listings on behalf of the agent for exclusive buildings or owners with multiple properties
Documentation and Compliance
Monitors the PSM department operation to ensure real estate processes, policies and procedures meet UAE government standards and guidelines and compliance rules and regulations.
Perform compliance audits by reviewing records, documents, policies and procedures, in accordance with regulatory requirements. Responsible to evaluate processes for effectiveness and efficiency.
Handle all document controlling for management and consultants.
Keep all PSLM department compliance related agreements on file and soft copy.
Keep up-to-date with any changes to RERA document compliance and / or processes and regulations
Ensure documents are valid, accurately filed and maintain confidentiality
Prepare contracts, Booking/Reservation, Sales and Purchase Agreement (SPA), MOUs / Form F as directed by the consultants and Head of Department
Receive valid and complete client documents and applicable payment cheque / transfer receipt prior to releasing the final draft of a contract
Coordinate with Agent and Buyer/Seller, Tenant/Landlord to obtain signatures for contracts when required
Binding of Booking Form, Reservation Contract, Sales and Purchase Agreement (SPA) as required by the project developer
Prepare transmittals for documents issued/submitted to customers and to project developer
Invoicing and Fee Handling
Thoroughly cross-check fee amounts collected by Agents from landlord/tenant and/or buyer/seller with approved invoice / Pro-forma invoice, in both cheque and cash form
Issue acknowledgement receipts for collection of cash and/or cheque and file
Follow-up payments (agents commission and Buyers due Fees)
Monitor payments received/cleared on Developers / Sellers Escrow Account (with viewing rights)
Modify/update lead details where required i.e. contact details, names, compliance documents, etc
Modify/update property listings; photographs, property details, descriptions etc.
Understand the functionality of each CRM Module and support consultants where required and when processing transactions through the system
Escalate CRM related issue to Administration Manager / IT System and following up until completely resolved
Submit a Developer Report to Head of Department; with details of latest unit availability, reservation, list of pipeline and total amount sold
Generate Commission Report to Head of Department; with details of commission payable to PSLM Agents, override to HOD and Referral Fees to Partners and/or internal referral agents and external referral fees to 3rd party real estate agencies
Prepare Commission Summary for HOD approval
Prepare Transaction Slip for Agency and Management Fees
Prepare Commission Slip for Agents confirmation
Notify Agents for commission payment release
Coordinate with 3rd Party Brokers for collection of 3rd Party Commission Invoice
Notify 3rd Party Brokers for commission payment release
Generate Lead Report; with details of all leads collected, status and activities associated with each
Create a Payment Tracker; with details of Received Payments and Due Payments
Create A Sales Tracker; with details of the sale status (Payment collection status, SPA status, Transfer or Handover Status)
Prepare letters for Department Director or any form of documentation as required for external clients
Assist the Director with all Business Development related matters and ensure proper follow up
Handle unexpected tasks assigned by the Director and ensure effective problem solving.
Provide information or documentation from previous deals to consultants or clients as necessary.
Escalate CRM related issue to Administration Manager / IT System until completely resolved
Submit requisition request via NetSuite Procurement on behalf of any members of PSLM Team
Monitor Team KPI and Deal Approval and coordinate with involved parties for approval when required
Prepare viewing packs for Agents; Terms & Conditions, fact sheets, transaction process flowchart, Agency Agreement Factsheets, Unit Guide, Brochures, Client Introduction Letter
Respond to a high volume of consultants requests related to listings, leads, contracts and/or CRM and other ad-hoc requests
Maintain consistency across all transactions processes and document compliance
Ensure accuracy across all data reports, particularly statistical information
Obtaining key data or documents from Agents and maintaining constant communication with Agents during the documentation process and responding to immediate / ad-hoc requests
Bachelors degree in Business Administration, Finance or similar
Strong attention to detail and adopts diligence across all activities
Highly organised and good project management skills especially when meeting deadlines
Excellent English language communication skills; written and spoken
Ability to multi-task, work well under pressure and be patient
Ability to work in a fast-paced environment, respond to quick turnaround times and takes initiative
Good problem-solving skills
Excellent IT skills; MS Office (Word, Excel, PowerPoint) and Photoshop (desired, not essential)
Minimum 3 years experience in Admin / Coordination position, ideally experienced in real estate sales and leasing transaction processes
Knowledge of UAE real estate policies and processes
Extensive experience in document coordination and compliance
Experience in reporting (statistical data)
Experience in using a CRM system
Experience in handling invoices, fees and cheques
Must be living in the UAE
About Kingsmen Agency
Kingsmen Agency is a 360 marketing and advertising management company based in the UAE. We are one of the best leading marketing management agencies in Dubai with clients & staff worldwide from Dubai to Egypt, Ukraine, Lebanon & UK. Our company provides excellent digital marketing and social media management services to various industries. We create, plan and manage top-performing digital campaigns for any business to aid growth and help achieve their goals efficiently. We provide our clients with creative content that informs, entertains, and provides value to their audiences. We strive to accelerate business growth for our clients using our mastery of digital technologies.