Property Assistant

Definition:A Property Assistant in a real estate company is responsible for providing comprehensive administrative and operational support to ensure smooth day-to-day management of commercial and residential leasing activities. This includes handling documentation, coordinating with tenants and suppliers, maintaining digital records, assisting in lease renewals and payment tracking, and supporting internal reporting and communication tasks.The role requires strong organizational skills, attention to detail, effective communication, and proficiency in office software and systems relevant to real estate operations. Work Location: Towell Property Leasing OfficeReporting To:Senior Property ManagerOverall Purpose of the Role:The primary purpose of the Property Assistant role is to support the efficient management of commercial and residential leasing operations through accurate documentation, timely communication, and coordination with tenants, suppliers, and internal teams. This role ensures the smooth execution of lease renewals, payment tracking, document filing, and data updates while maintaining compliance with company procedures and regulatory timelines. By providing essential administrative support, the Property Assistant helps to streamline real estate processes, enhance tenant relations, and contribute to the overall productivity of the leasing department.Key Responsibilities:1 Lease Management & Renewals·        Handle commercial property and OIDC lease renewals.·        Follow up with tenants for pending renewals and post-dated cheques (PDCs).·        Prepare and send renewal letters and documents at least 3 months in advance to avoid penalties.2 Document Management·        Maintain accurate and organized digital backups of leasing documents and reports on OneDrive (OIDC leasing directory, vacancy reports, etc.).·        File and organize physical and digital documents for both residential and commercial properties.3 Tenant Coordination & Communication·        Respond to commercial and OIDC leasing enquiries.·        Send utility invoice emails to OIDC tenants.·        Coordinate with tenants for lease registration, additional tasks, and contact updates (Molkey system and master sheets).4 Financial Follow-Up & Reporting·        Track and follow up on pending payments from OIDC tenants.·        Prepare payment schedules and collect PDCs.·        Send monthly overtime details for Arman’s staff to Suneel.·        Update and maintain the weekly tracker and SAM footfall reports.5 Data Entry & System Updates·        Update Molkey with new leads, renewals, PDCs, and contact details.·        Maintain and update the Master Sheet (Residential) and Contact Details Sheet (for both residential and commercial).·        Regularly update the OIDC occupancy sheet.6 Internal Coordination & Support·        Assist in preparing internal agreements and handover sheets for commercial and OIDC leases.·        Coordinate with suppliers and internal departments to ensure timely support and services for tenants.Education & Qualifications:High school diploma or equivalent required; diploma or degree in Business Administration, Real Estate, or a related field is an advantage.Additional certifications in office administration or property management are a plus.Experience:Minimum 2–3 years of administrative or Property Assistant experience, preferably in the real estate or property management sector.Familiarity with lease documentation, renewal processes, and tenant coordination is highly desirable.Skills & Competencies:Organizational Skills: Strong ability to manage multiple tasks, maintain accurate records, and meet deadlines.Communication Skills: Clear and professional written and verbal communication skills to liaise with tenants, suppliers, and internal teams.Attention to Detail: High level of accuracy in document preparation, data entry, and payment tracking.Technical Skills:Proficiency in Microsoft Office (Word, Excel, Outlook).Experience with cloud storage systems like OneDrive.Familiarity with real estate/tenant management systems (e.g. Molkey) is an advantage.Problem-Solving: Ability to handle tenant queries, resolve issues proactively, and coordinate follow-ups efficiently.Time Management: Capable of prioritizing tasks to meet strict deadlines (e.g., lease renewals, reporting schedules).Other Requirements:Knowledge of real estate leasing terms and processes.Trustworthy, reliable, and capable of handling confidential information.Team-oriented with a proactive and flexible approach to support day-to-day operations.Others:·        Valid Driver’s LicenseAbout Towell Group:Towell PropertyTowell Property, built Oman's first comprehensive residential complex characterized by garden courts, villas, apartments, and a commercial Centre in Madinat Al Sultan Qaboos in the early 1970s which was spread across 3 million sq.ft. This is one of the premium locations in the Sultanate. We are Topmost Real Estate Agents in OmanModern Cleaning Services & Trading LLC (MCST) is part of Towell Property, and it is a products and service company specialized in providing hygiene related solutions.For more information, visit www. towellproperty.comTowell Group Is today one of the largest companies in the Sultanate and comprises of many business industries with members on the board from the fourth and the fifth generation of the Sultan family. The industries include Enhance Group, Engineering Group, Construction, Auto, Property, Services and Trade.For more information, visit www.wjtowell.com