Property Management Administrator

The Property Management Administrator within Savills Abu Dhabi office, working as part of the Property Management team on managed properties with full time liaison with Landlords, Tenants, Service providers and with responsibility for the start to end property management process.

The role includes a requirement to work on Property Management and CAFM systems, ensuring all leases, tenant data, complaints, maintenance tickets and lease renewals are accurately logged, tracked, and updated in real time.

Savills is a globally recognised real estate brand and offers the opportunity for growth and development. We are looking for a motivated and professional individual with an interest in benefiting from the support and experience the brand can offer.

Key Responsibilities

• Manage and direct administrative support services for the efficient and effective operation of the Property Management department
• Liaison with Abu Dhabi Municipality and relevant authorities to register all the tenancy contracts with the Tawtheeq system, utilities setup, and compliance requirements
• Assist the tenants in registering their utilities (water and electricity)
• Ensure all contracts are fully aligned between PM systems, Tawtheeq, and physical documentation
• Coordinate with the local authorities for anything related to the managed properties
• Ensure that a high level of professional relationship is maintained at all times in any communication with the clients on matters relating to their respective properties
• Maintain accurate, structured, and up-to-date filing systems (digital and hard copy when required) for tenancy contracts, renewals, tenants documents, maintenance records, and financial documents.
• Prepare and issue all new tenancy agreements, renewals, and addenda
• Issue renewal notices, follow up with tenants, and update PM systems + Tawtheeq accordingly
• Maintain an expiries/renewals tracker and report weekly status
• Maintain compliance and insurance policies tracker (for commercial tenants) and report weekly status
• Prepare, submit, update, and renew all Tawtheeq contracts, including new leases, renewals, amendments, and cancellations ensuring compliance with Abu Dhabi rules and regulations.
• Following up on lease renewals, cheques
• Ensure that tenants’ complaints and concerns are attended to promptly and are logged and tracked until completion
• Coordinate with tenants to obtain all required documents for Tawtheeq processing
• Support in preparation of monthly management reports for the designated properties
• Draft tenancy contracts, send monthly renewal letters, and collect rental cheques
• Maintain digital document control using structured folders for leases, Tawtheeq documents, payments, complaints, contractor reports, handover files, and inspection records
• Ensure version control and proper labelling for audit readiness
• Prepare handover/takeover documentation for new tenants/vacating tenants, including site inspection, inventory, condition of the property
• Upload inspection reports, photos, and move-in/move-out records into PM systems and CAFM, and update tenant status in both systems after each handover or vacating
  
  

People

• Work as a team member, sharing knowledge and experience in order to enhance efficiencies
• Work closely with team members in order to deliver team goals and objectives
  
  

Clients and business development

• Build good client rapport through day-to-day liaison, aligned to the Savills brand
• Ensure that existing clients and tenants are completely satisfied with our services
  
  

Financial

• Ensure renewals are done on time and make sure that the rental cheques are received and sent to the Landlords office on time
• Support client accounting team in all financial tasks related to managed properties
• Record rental cheques, maintain rent schedules, and coordinate with finance for deposit confirmation
  
  

Systems and process

• Microsoft Office suite knowledge and skills
• Experience with Yardi Voyager (preferred)
• Experience with CAFM systems (preferred)
• Ability to follow end to end process, identifying and recommending process change to maximise efficiencies and encourage this in others
• Log all complaints and maintenance requests in CRM/CAFM
• Track and follow up on all open cases to ensure SLA compliance, and escalate overdue cases and close them in the system once resolved
• Ensure accurate and timely input of data in to the Excel sheets / softwares wherever applicable
  
  

Skills, Knowledge And Experience

• Based in Abu Dhabi or willing to relocate
• Highly organised and methodical
• Excellent at multi-tasking
• Detail oriented
• Confident, outgoing with excellent communication skills
• Educated to degree level or equivalent.
• Substantial evidence of database input / management
• Strong experience with Property Management systems (lease entry, renewals, tenancy data, billing updates).
• Experience with CAFM systems (logging complaints, raising work orders, tracking SLAs, closing cases).
• Excellent document control and file management skills (digital & structured folders).
• Experience preparing tenancy agreements, renewal notices, and Tawtheeq submissions.
• Strong knowledge of Abu Dhabi tenancy procedures and Tawtheeq requirements.
• Ability to prioritise multiple tasks and work under tight timelines.
• High accuracy in data entry and document preparation.
• Ability to follow structured processes and maintain audit-ready documentation.
• Ability to work on different projects following processes and procedures with the same efficiency.
• Ability to communicate professionally with tenants, contractors, and authorities.
• Experience in working with a client and customer facing role
• Professional office experience, preferably in a Property Management business
• Good interpersonal skills – team approach
• Proactive and Creative
• Other requirements include Microsoft Office skills (namely in MS Excel & MS PowerPoint) for document production
  
  

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