Leasing Administration Manager - Real Estate

Who we are 

Founded in 1978, Al Marwan Group is a diversified organization serving the construction, heavy machinery, Oil & Gas, real estate, developments and Hospitality sectors across the GCC. The Group operates through multiple business units and subsidiaries, delivering integrated solutions supported by strong operational expertise and a well-established regional presence.

Job Summary

Al Marwan Real Estate is seeking an experienced, highly organized, and trustworthy Leasing Administration Manager to oversee and control the complete leasing administration lifecycle across the company's residential, commercial, retail, office, warehouse, and industrial portfolios.

The Leasing Administration Manager will be responsible for ensuring that all leasing transactions, contract documentation, approvals, renewals, legal coordination, government registrations, and compliance requirements are completed accurately and efficiently. The role serves as the primary coordination point between Leasing, Finance, Legal, Property Management, Government Relations, and external stakeholders to ensure seamless execution of leasing operations while supporting occupancy and revenue objectives.

Key Responsibilities

The key duties and responsibilities of the Leasing Administration Manager include, but are not limited to:

Leasing Administration & Contract Management

• Manage the complete leasing administration process from tenant approval through contract execution and handover.

• Review, prepare, verify, and maintain all lease agreements, amendments, addendums, renewals, notices, and termination documentation.

• Ensure all leasing documentation complies with company policies and regulatory requirements.

• Maintain accurate records and audit trails for all leasing transactions.

• Monitor contract expiry dates and ensure timely action for renewals and tenant retention initiatives.

• Ensure leasing transactions are completed within approved turnaround times.

Renewal & Occupancy Management

• Manage and monitor lease renewal programs across all asset classes.

• Ensure renewal KPIs and occupancy targets are achieved.

• Coordinate renewal negotiations and approvals with leasing teams and management.

• Monitor upcoming expiries and vacancies to minimize occupancy losses.

• Produce vacancy, occupancy, and renewal forecasts for management review.

• Support initiatives that maximize occupancy and tenant retention rates.

Coordination with Internal Departments

• Act as the central liaison between Leasing, Finance, Legal, Property Management, Facilities Management, and Government Relations.

• Ensure smooth processing of tenant approvals, security deposits, payment plans, invoicing, and contract execution.

• Coordinate with Finance to verify tenant payments and financial compliance prior to contract activation.

• Work closely with Property Management to ensure smooth tenant onboarding and move-in processes.

• Escalate operational issues impacting occupancy or leasing performance.

Legal & Compliance Management

• Coordinate with the Legal Department regarding tenants under legal action, disputes, payment defaults, and eviction cases.

• Monitor the status of legal units and ensure timely follow-up on all legal matters.

• Ensure implementation of legal recommendations and resolutions.

• Maintain compliance with all applicable leasing regulations and company policies.

• Support audits and management reviews related to leasing activities.

Government Relations & Attestation

• Coordinate with Government Relations teams for contract registrations, attestations, renewals, and regulatory approvals.

• Ensure all tenancy contracts and supporting documentation are properly registered and compliant with relevant authorities.

• Monitor and track contract attestation and registration status.

• Maintain strong working relationships with relevant government entities and service providers.

Leasing Process Governance & Quality Control

• Ensure all leasing workflows, approvals, and procedures are followed consistently across the organization.

• Conduct regular reviews of leasing files, documentation, and compliance records.

• Verify that approved rental rates and pricing strategies are being implemented correctly.

• Ensure leasing transactions are executed according to approved pricing, authority matrices, and company policies.

• Identify process improvement opportunities to enhance operational efficiency and tenant experience.

Reporting & Performance Monitoring

• Prepare weekly, monthly, quarterly, and annual leasing administration reports.

• Track key metrics including:

1. Occupancy rates

2. Vacancy levels

3. Lease renewals

4. Contract processing times

5. Expiry schedules

6. Legal cases

7. Tenant retention rates

8. Compliance status

• Present findings and recommendations to senior management.

• Maintain dashboards and reports to support strategic decision-making.

Required Skills & Qualifications

• Bachelor's degree in Business Administration, Real Estate, Finance, Law, or a related discipline.

• Minimum 8–10 years of experience in real estate leasing administration or property management.

• Strong understanding of UAE leasing regulations, tenancy contracts, and leasing procedures.

• Experience managing residential, commercial, retail, office, warehouse, and industrial portfolios.

• Experience coordinating with legal, finance, and government entities.

• Advanced knowledge of leasing systems, ERP systems, CRM platforms, and Microsoft Office.