Key Accounts Representative

Job Description

Corporate & Key Accounts Representative
 

1. JOB DETAILS:

Position Title: Corporate & Key Accounts Representative

Reports to: Senior Key Account Executive

Division: Corporate & Key Account Management

Department: Property Management

2. POSITION SUMMARY:

The Corporate & Key Account Management Representative is responsible for managing key tenant and owner accounts to ensure smooth operations, timely renewals, and exceptional customer service. This includes handling renewal contract requests (long-term, short-term), processing documentation (Ejari, tax invoices, addendums), addressing inquiries and complaints, coordinating with internal departments for approvals and maintenance. The position also involves managing financial transactions such as payment collections, outstanding breakdowns, and security deposits, while maintaining accurate records. Additionally, the role supports owners by providing reports, obtaining approvals, and overseeing project handovers and takeovers. The primary goal is to maintain strong relationships, ensure compliance with policies, and deliver a high level of service to secure long-term business growth.

3. KEY RESPONSIBILITIES AND PERFORMANCE STANDARDS:

Key Accountabilities:

Renewals: Track and follow up on lease renewals, send notices to VIP clients.

Tenant Inquiries: Respond to emails quickly, provide correct information, and coordinate with other departments if needed.

Leasing Additional Units: Contact clients to offer new leasing opportunities.

Long-Term Lease Requests: Confirm requests, review tenant history, prepare proposals, coordinate with legal, and finalize contracts.

Short-Term Lease Requests: Ensure requests are submitted on time via e-services.

Ejari & Tax Invoice: Process and generate Ejari and tax invoices.

Payment & Discounts: Review payment history, escalate requests for rescheduling, discounts, or rent reduction.

Maintenance Requests: Forward requests to the concerned department and follow up for completion.

Rent Increment: Notify tenants 3 months before renewal.

NOC Requests: Guide tenants to apply via website or app.

Outstanding Payments: Follow up on overdue payments and prepare invoices.

Addendums & Terminations: Process requests, coordinate with legal, and update systems.

Security Deposit & SOA: Ensure refunds and provide account statements.

Cheque Issues: Handle postponement or replacement requests.

VIP Meetings: Attend and address tenant inquiries.

Payment Collection: Coordinate with e-service team for courier arrangements.

Owner Inquiries: Respond promptly to emails and calls, resolve issues.

Owner Reports: Prepare and share quarterly financial and building reports.

Approvals & Maintenance: Obtain owner approvals for end-of-lease charges and repairs.

Building Inspections: Inspect owner buildings annually.

Project Handover & Takeover: Manage documentation, coordinate with departments, and meet owners.

Title Deed & Mortgage Clearance: Update records and issue clearance letters.

Key Technical Skills and Knowledge:

Key Skill

Description

Proficiency Level

Lease Management

Ability to handle renewals, terminations, and lease amendments efficiently.

Advanced

Customer Relationship Management

Managing tenant and owner inquiries, complaints, and meetings to ensure satisfaction.

Advance

Negotiation Skills

Reviewing proposals, coordinating with management and legal for long-term/short-term contracts.

Advanced

Financial Handling

Preparing invoices, SOA, handling payments, security deposits, and outstanding breakdowns.

Intermediate

Documentation & Reporting

Preparing reports for owners, maintaining accurate records, and updating systems.

Advanced

E-Services & System Knowledge

Using company portals for all other tenant services.

Intermediate

Problem Solving

Addressing tenant and owner issues promptly and providing customized solutions.

Advanced

Communication Skills

Clear and professional communication via email, calls, and meetings.

Advanced

Market Knowledge

Understanding RERA indexes, market rates, and applying them for rent adjustments and discounts.

Intermediate

Ethics & Corporate Governance

.

Advanced

4. COMMUNICATIONS and WORKING RELATIONSHIPS:

• Internal:

• Leasing Department: Coordinate on unit availability, pricing, and contract preparation.
• Legal Department: Work closely for contract drafting, addendums, and compliance approvals.
• Finance Department: Communicate for payment processing, outstanding breakdowns, and security deposit settlements.
• Property Management Operations Team: Share approvals and updates for system amendments and maintenance requests.
• E-Services Team: Coordinate for online applications, payment collections, and technical support.
• AMSS Team: Follow up on maintenance work and end-of-lease repairs.

• External:

• Tenants (VIP and Regular): Respond to inquiries, complaints, and requests promptly; manage renewals and lease negotiations.
• Owners/Landlords: Provide quarterly reports, obtain approvals for maintenance and end-of-lease charges, and handle project handovers/takeovers.
• Government Authorities (e.g., DLD): Issue official letters, Ejari registration, and mortgage clearance.

5. CONTEXT, WORK ENVIRONMENT AND DECISION-MAKING AUTHORITY:

Context:

The role focuses on managing tenant and owner accounts, handling lease renewals, requests, and inquiries, and ensuring smooth communication between clients and internal teams.

Work Environment:

• Office-based with regular email, phone, and meeting interactions.
• Occasional site visits for inspections, handovers, and takeovers.
• Requires multitasking and coordination with different departments.

Decision-Making Authority

• Can approve routine tasks like Ejari, tax invoices, and NOC guidance.
• Escalates major decisions (discounts, rent changes, payment rescheduling) to management.
• Coordinates with legal and finance but does not make final approvals.

6. FINANCIAL RESPONSIBILITIES AND ACCOUNTABILITIES:

• Prepare and issue invoices (tax, manual, and simulated).
• Collect payments and arrange courier when needed.
• Follow up on overdue payments and provide receipts.
• Handle security deposit refunds and adjustments.
• Provide account statements when requested.
• Manage cheque postponement or replacement requests.
• Share quarterly financial reports with owners.
• Ensure all financial transactions follow company policies.

7. SELECTION CRITERIA:

Qualifications and Experience

(Essential):

• Bachelor’s degree in Business Administration, Real Estate, or a related field.
• Minimum 3–5 years of experience in property management, leasing, or account management.
• Strong knowledge of lease agreements, renewals, and real estate regulations (e.g., RERA).
• Proficiency in MS Office and property management systems.
• Excellent communication and negotiation skills.
• Ability to handle multiple tasks and meet deadlines.

(Desirable):

• Experience managing VIP clients and key accounts.
• Knowledge of financial processes (invoicing, payment collection, SOA).
• Familiarity with Ejari registration and Dubai Land Department procedures.
• Certification in real estate or property management.
• Arabic language proficiency (in addition to English).

Note: This job description provides a broad indication of the role and responsibilities of the position. The position holder may be required to perform additional tasks and responsibilities not listed here, in line with organizational needs and changes in business priorities.