Job description

Job Details
Position Title: Specialist - Facilities Management (Real Estate)
Reports To: Head – Technical Facilities
Division: Facilities Management
Department: Operations and Services
Job Purpose
The Real Estate Management Specialist supports the effective management of the company’s real estate portfolio and building operations from a property perspective, including tenancy, leases, contracts, service charges, compliance, and stakeholder coordination
Reporting to the Head of Technical Facilities, the role helps ensure properties are occupied, compliant, well-presented, and financially controlled by coordinating property administration, tenant relations, vendor and service contracts, and reporting
The position partners with Facilities teams on technical matters while focusing primarily on the commercial and operational performance of the assets
Key Accountabilities

• Support day-to-day property management activities for assigned buildings and sites, ensuring a high standard of presentation, tenant satisfaction, and operational readiness.
• Coordinate lease administration tasks, including maintaining lease files, tracking critical dates such as renewals and expiries, supporting rent schedules, and assisting with handover and takeover checklists.
• Serve as a point of contact for tenants and occupants regarding non-technical building matters. Log requests, coordinate responses with internal teams and service providers, and follow through to closure.
• Support property budgeting and cost control by assisting with annual budgets and forecasts, tracking operating expenses, reconciling invoices, and flagging variances.
• Assist in managing service charges, where applicable, by collecting supporting documents, tracking allocations, and preparing supporting information for client and tenant queries.
• Coordinate and monitor soft services and general building services contracts, including cleaning, security, waste management, landscaping, pest control, and consumables. This includes conducting performance checks and tracking SLAs and KPIs.
• Support procurement and contract administration by obtaining quotations, preparing comparison sheets, coordinating approvals, and maintaining vendor and contract documentation.
• Conduct routine property walkthroughs and inspections to identify issues relating to housekeeping, access, signage, parking, common areas, and tenant interfaces. Raise actions and track them through to closeout.
• Support occupancy, moves, and space changes by coordinating access requirements, tenant communications, and operational readiness with Facilities and MEP teams.
• Maintain accurate records and trackers covering tenancy status, contracts, insurance and permits where applicable, notices, correspondence, and meeting minutes.
• Support compliance and risk controls relevant to property operations, including documentation readiness, incident logging coordination, and contractor access processes. Escalate issues as required.
• Prepare periodic reports for management and clients, including occupancy status, lease trackers, contractor performance, issue logs, and cost summaries. Support stakeholder meetings and action tracking.

• Head of Technical Facilities
• Director of Operations and Services
• Function heads across the organisation
• Relevant committees

• Tenants and occupants
• Landlords and owners, where applicable
• Leasing agents and brokers
• Finance and Accounts
• Legal and Contracts
• Security
• Facilities and MEP teams
• External service providers

• Work closely with internal departments and external parties, including tenants, landlords, brokers, and vendors, to coordinate property-related requirements and resolve issues.
• Use judgement to prioritise competing requests, maintain accurate documentation and trackers, and recommend actions to management based on operational and commercial impacts.
• Make day-to-day operational decisions to address tenant and service issues, prioritise tasks, and coordinate vendors, escalating higher-risk matters as required.

• Bachelor’s degree in Real Estate, Business Administration, Property or Facilities Management, Accounting, Finance, or a related field.
• 5–8+ years of experience in real estate or property management, building management, leasing administration, or a related role within commercial, residential, or mixed-use environments.
• Experience coordinating vendors and service contracts, with an understanding of SLAs, KPIs, and contractor performance management.
• Strong administrative and documentation skills, including the management of lease files, trackers, correspondence, meeting minutes, and reports.
• Working knowledge of budgeting fundamentals, invoice checking, and cost tracking.
• Strong communication and customer service skills, with the ability to work effectively with tenants, owners, brokers, and internal stakeholders.
• Proficiency in Microsoft Office, particularly Excel, with the ability to prepare clear summaries and dashboards.

• Professional certification in real estate or property management, where applicable, and/or contract administration training.
• Experience in the Qatar real estate market and familiarity with local leasing practices, tenancy documentation, and common regulatory requirements.
• Experience supporting property mobilisation, takeovers and handovers, snagging coordination, and closeout documentation with landlords and tenants.
• Experience managing service charge reconciliations and resolving tenant queries.
• Experience using property management software or ERP systems.

• Stakeholder management: Professional and responsive communication with tenants, owners, brokers, and vendors.
• Commercial awareness: Understanding of occupancy, lease obligations, service charges, and cost impacts.
• Organisation and follow-through: Ability to maintain trackers, manage deadlines, and close actions.
• Analytical skills: Comfortable using Excel, completing reconciliations, and summarising costs and performance metrics.
• Problem-solving: Ability to resolve tenant issues by coordinating internal resources and service providers.
• Confidentiality and professionalism: Maintains discretion when handling lease and financial information.