Community Management Executive - Dubai - Asteco

Description

To act as an intermediary between all lines of Provis businesses and to perform administrative functions for the assigned community management project. Other: This position profile covers the key responsibilities and expectations from the incumbent. However responsibilities may change due to business requirements and it is expected that the employee will be flexible and carry out duties as may be reasonably assigned by line manager. As a condition of employment, all employees are expected to carry out their duties within the guidelines prescribed by company policy, procedure and practice. From time to time, employees will be required to attend meetings, briefings, and training sessions as required.

Qualification

• Graduate
• M100 certification or OA experience preferred

Roles, Responsibilities, Duties

Operations related

• Conduct regular inspections and take necessary actions to address HSE related issues.
• Maintain an up-to-date 'community action tracker' for the community and ensure proper follow up on items listed.
• Prepare reports on community operations and updates.
• Assist in chairing weekly operations meetings for Soft services
• Assist in drafting Official Letters to service providers and any other stakeholders.
• Emergency incident management & Client facing, if required.
• Organize and conduct joint inspections with the service provider to evaluate performance on the evaluation / rating systems.
• Support staff to manage the day to day operations of Building Management, ensuring the outgoings, integrity and quality is retained at all times.
• Ensure execution of approved Capital Building improvements.
• Determining best practices regarding workflow analysis, forms development standardization and ISO compliance across all business lines.
• Managing client relationships in order to render high quality service delivery. Customers/ Residents/ Owners related
• Corresponding via emails, texts, phone etc. to the owners/customers to resolve their concerns, and communicating to members via the established channels of communication, if required.
• Attend to walk-in customers to the office, where required.
• Keep up-to-date knowledge of the Law and the rules and regulations of the community and enforce them through the violation management mechanism.
• Creating Information Booklets or community manual that will be provided to Homeowners in relation to Service Charge and Owners Association rules and regulations as well as a fine schedule.
• Recommends improvements and cost saving strategies where possible for the community operations in terms of residents' comfort and environment.
• Ensure residents are promptly updated of any planned maintenance, emergency maintenance or disruptions that may affect or interrupt with the enjoyment of their home or the community common areas.
• Ensure that the tenant database for the community is up-to-date. Promptly create tenant records on the community portal to enable electronic updates of the community to tenants.
• Handle communication and community notices on the community portal.
• Assist in organizing and actively participate in community events.
• Prepare for and attend board meetings and Annual General Assemblies.
• Review & Revision of Community Events Announcements.
• Coordinate with Customer Care and residents to gain access to units for various projects where required.
• Issuing and keeping track of access cards.
• Record keeping of Acknowledgement of official documents by owners/occupiers (Community Handbook etc.)
• Coordination with security, issuing of Notices of Violations, resolving OA related Service Requests.

Financial, Administration related and Other

• Understanding community KPI and SLA Standards and ensuring documentation are being submitted timely to the appropriate divisions/departments/companies.
• Regularly obtain financial statements from the Finance Department and review the same along with the OA Manager/ OA Supervisor.
• Maintain and suggest (to the line manager) recommendations for amendments / additions to be considered for the next service charge budget.
• Apply the provisions under the law for service charges collection on Owners (where applicable).
• Make seasonal collections calls to service charge defaulters.
• Maintain up-to-date, all forms to be used for successful and efficient management of the OA.
• Process the requests for advertisements (physical and electronic) and flyer distribution (if applicable) in the community.
• Provide assistance in preparation for tenders and site visits for goods & services required by the OA.
• Coordination with Procurement Department to create purchase requisitions & LPO and to provide all necessary documentation for Finance to release payment.
• Work closely with other support departments like Procurement, HSE and Finance, serving as the main point of administrative contact between OA and other departments in the vendor registration process.
• Assist with the internal budget preparation for the department.

Insurance & Support

• Secondary Staff in Insurance Claim notifications along with preparing invoices and follow up reimbursement of claims from Developer, as necessary.
• Secondary Support in the monitoring & updating site property damage tracker.
• Follow up insurance fund transfer reimbursement after work completion/delivery along with follow up with Finance for allocations of insurance funds.
• Draft Minutes of Meeting during Interim Owners Union Board Meetings and Annual General Assembly.
• Assistance with MOM and preparation of reports during internal and external meetings.