DR_Mall Management Communities.Manager - Tenant and Customer Relations

About Dubai Holding Asset Management: Dubai Holding Asset Management (DHAM) owns and operates an extensive portfolio of 20 landmark retail destinations and 15 residential communities. The Group plays a focal role in shaping Dubai's position as a global leader in business, tourism and leisure, contributing to its position as one of the world's most coveted and sought-after liveable destinations. From hot-spot retail destinations like Bluewaters, JBR, Souk Madinat Jumeirah, Al Khawaneej Walk and The Outlet Village to popular attractions, including the Theatre of Digital Art, Madame Tussauds, Tr88house, Museum of Illusions, Dubai Holding Asset Management’s retail destinations captivate millions of visitors and tourists every year. Meanwhile, the niche and vibrant community centres as Bay Avenue, Mudon Community Centre, and Serena Marketplace play a vast role in enhancing the overall quality of life in residential communities, making neighbourhoods more vibrant and connected. In 2022, Dubai Holding Asset Management’s retail destinations collectively attracted over 28 million visitors and hosted over 75 events across the portfolio. Dubai Asset Management maintains a substantial presence in Dubai with a leasing portfolio of 15 distinct residential communities, elevating the city’s global recognition as one of the most desirable and liveable destinations worldwide.

About the Job:

An opportunity has arisen for a Manager - Tenant and Customer Relations  to join DHAM. The main duties and responsibilities of this role

Overall Responsibilities

• Deputise the Centre Manager in support of business during their absence 
• Resolve issues arising within the common areas in coordination with the community management team.
• Support the Centre manager in driving the Asset Plan for the coming year, including asset main initiatives in line with the vision of the asset.

Tenant Relations

• Develop plans and lead their implementation, ensuring the tenant relations team is effectively and efficiently managing relationships and compliance across the asset’s tenants
• Ensure that the tenants comply with Dubai Municipality regulations and DHAM’s lease and retail asset policies and procedures at all times, such as housekeeping, cleanliness, safety and security, etc.
• Carry out routine checks to ensure that all tenant stores are trading, merchandised, presented well, and kept lean, maintenance-free, and safe at all times.
• Ensure all maintenance and safety issues highlighted by the tenants are promptly escalated and resolved by the operations team and service providers.
• Follow-up with the tenants for timely payment of rentals in coordination with the collections team and support in resolving any conflict or disputes. Prepare details of the cases as required.
• Prepare special case reports for rent discounts requested by important tenants to be presented to the Centre Manager and Executive Director for further action.
• Conduct tenant orientation meetings for the entire mall, covering emergency procedures, communication systems, and other security procedures relating to the tenants.
• Conduct tenants’ meetings on a regular basis to enhance relationships, operations, and customer experience.
• Ensure tenant compliance with safety measures and fire systems; the team collects all compliance documents.
• Oversee and ensure that the tenant relations / senior tenant relations executives prepare the tenant letters, rent concession cases, early terminations, and other office memorandums in a timely manner.
• Oversee and review tenants’ monthly sales records, footfall, sales performance, compliance documents, and permits for reporting to the senior management as required.
• Proactively respond to tenant issues and conduct formal and informal tenant meetings to promote/discuss marketing, operations, and security.

 

Financials / Legal

• Provide advice and feedback to the Senior Centre Manager in the budget process in relation to concessions, opex, capex, and manpower planning
• Liaise with the finance department on AR collections and reconciliations
• Liaise with DH and DHAM legal departments on legal cases and tenant defaults

 

Customer Service and Relations

• Oversee and supervise the customer services team to ensure all customer complaints and queries are addressed timely.
• Ensure that the centre's vision and values are understood and communicated clearly to the customers through the customer services teams on a periodic basis (fortnightly or monthly).
• Establish staff schedule and ensure daily duties are effectively delegated, follow-ups are carried out, and annual leave is prepared according to the division and business requirements.
• Ensure smooth and well-organized operation at the Information desk, providing all customers with efficient services and ensuring their expectations are constantly met.
• Handle escalated inquiries received at the Information Desk from stakeholders and customers.
• Ensure that the customer queries received via the call centre are addressed promptly and issues are escalated to the appropriate teams in a timely manner.
• Keep records of customers’ service requests and complaints and handle customer complaints in accordance with the department policies and procedures.

Mall Operations and Marketing Support

• Ensure mall inspections are smoothly and properly carried out by the Tenant Relations Executive Team.
• Facilitate the execution of retailer-driven marketing initiatives within tenancy and common areas in liaison with all relevant departments.
• Oversee and supervise the controls of all mall's promotional information and mechanics, coupons, vouchers, and other mall-related services.
• Develop and implement the necessary procedures for all value-added services such as stroller rental, wheelchair loans, lost and found, met and great, etc.
• Supervise and oversee the completion of general admin & document control at the mall level. To verify that outgoing mall communication is prepared and administered effectively.
• Provide accurate information to customers on any current promotions set by the marketing department and ensure its set process and procedures are carried out accurately.
• Oversee to ensure that tenant executives promptly and accurately register promotion coupon procedures required for customers wishing to participate in the promotions, ensuring that company policies adhere to all times.

Performance Review and Reporting

• Analyse individual retailer and category performance and present findings to the Senior Centre Manager and Marketing in regard to business enhancement opportunities.
• Provide sustainability analysis for all retailers and assist the leasing department in planning, controlling, and optimizing the brands and tenant mix (replacement of poor performers).
• Report regularly on the performance of the asset from revenue, sales, and marketing perspectives. 
• Monitor the actual cost versus budget on a monthly basis & provide reports/data to assess the project’s financial performance.
• Prepare retail asset management reports as & when requested (yearly footfall, turnover, rental forecasts, etc.).

 

 

About you: The ideal candidate for this position will have the following experience and qualifications:  

• Excellent written and verbal communication and presentation skills.
• Excellent facilitation and influencing skills.
• Excellent problem-solving skills with the ability to maintain composure during difficult conversations.
• Excellent numerical ability / financial acumen and analytical skills.
• Excellent organization and multi-tasking skills.
• Expert in identifying and prioritizing key issues and building consensus.
• Excellent analytical and judgment capabilities