Asst. Community Manager

Asst. Community Manager

Requirements:

Graduate or postgraduate

(Preference will be given to candidates in the field of HVAC engineering, Degree with a Diploma in the relevant field can also be considered)

Minimum 3 years experience in Owners Association (Jointly Owned Property)

M-100 Mandatory

Valid UAE drivers license and Car

• JOB DESCRIPTION FOR ASST. COMMUNITY MANAGER

• JOB SCOPE
  
  The Asst. Community Manager shall be overall responsible for management of the Owners Association (OA) and compliance with Law No. 27 of 2007 and Law No. 6 of 2019 in the Emirate of Dubai (Jointly Owned Property Law) which includes, but not limited to site operations and supervision, financial, general management, relationship management with OA Board Members, Owners, Service Providers, Contractors, and all other entities who directly or indirectly contribute to the management and operations of the OA.
  
  
  
  

• PRINCIPAL ACCOUNTABILITIES
  
  Management of Owners Association (OA)
  
  · Ensures full compliance with the Jointly Owned Property Law and Directions therein
  
  · Develops/Coordinates/Facilitates registration and formation of OA
  
  · Develops, manages, implements governing documents that are required for managing the OA (declarations, community rules, codes, covenants and easements, policies, procedures, processes, sales, and purchase agreements etc.)
  
  · Manages relationships with OA Committee Members and Homeowners/Residents
  
  · Caters to the secretarial and administrative requirements of the OA/OA Board Members (minutes of meetings, reports, presentations, letter, notice etc.)
  
  · Plans, organizes, manages, and conducts Annual General Assemblies of homeowners in line with the Association Constitution.
  
  · Plans, organizes, and manages, conducts or chair OA Board Meetings for OA related businesses.
  
  · Manages OA Financials, OA insurances and related claims execution.
  
  · Manages OAs common areas and services therein (buildings, facilities, infrastructure, and landscaping, soft and hard services.
  
  · Manages contracts or agreements with all parties who conduct business or transact with the OA, as may be applicable from time to time.
  
  · Manages and ensures comprehensive records and systems are appropriately kept and filed (record keeping in line with the Association Constitution).
  
  · Manages Reviews and implements methods for regular communications or updates with members of the OA, residents etc.
  
  · Liaises with government authorities on issues pertaining to the OA as often or as required from time to time.
  
  Management of OA Financials
  
  · Prepares budgets for the community service fees in consultation with the management team or OA OC
  
  · Presents budget to the OA OC and OA as may be applicable from time to time for approvals.
  
  · Liaises with RERA and budget auditors and seek approvals on the community service fees.
  
  · Manages the process for invoicing community service fees to all homeowners
  
  · Manages the community service fee collections process by continuously following up and implementing strategies to ensure maximum collections.
  
  · Manages the community service fee budgets by exercising due diligence and cost control to ensure expenses do not exceed the budget.
  
  · Manages the OA cash flow through revenues and expenses, escalating as appropriate to Senior Management and OA Board Members on shortfalls due to collections.
  
  · Reviews incoming invoices and process the same for timely payments to respective parties
  
  · Reviews and suggests initiatives to increase community income and cost savings.
  
  · Pursues recovery of outstanding community service fee from defaulting units
  
  · Prepares regular financial reports with the help of available team or otherwise
  
  Management of Vendors and Procurement]
  
  · Manages all vendors (contractors, supplies, service providers etc.) who transact with the OA and prepares or reviews requests for proposals or procurement requirements for the OA.
  
  · Reviews, negotiates, and prepares reports on recommendation and analysis on the procurement requirements.
  
  Community/Building/Site Management
  
  · Managing all aspects of administration, security, cleaning, valet parking, MEP, Facade cleaning services
  
  · Ensure continuous optimization of all services and inspection procedures
  
  · Ensure that staff dressing code, grooming and attitude is professional
  
  · Prepare timely and correct reports
  
  · Generation of reports on all activities and update in relation to any arising concerns, issues or maintenance work required
  
  · As the Office in charge, he will be available 24x7 to deal with emergencies outside working hours as required eg. Floods, Fires and Accidents with Head Office Support Team at the agreed response times.
  
  · Vendor Negotiation & Management Manage all third-party service contractors to ensure service delivery per the contractual terms and within pre-approved annual budgets. Negotiate new agreements and renewals on behalf of Company as/when needed
  
  · Conducts regular inspections/audits of the assigned community and drive proactive resolutions to ensure the standards are always maintained.
  
  · Manage warranties and defect liability administrations for equipment
  
  · Manage the team on site and be accountable to the client on a day to day basis
  
  · preparing documents to put out tenders for contractors;
  
  · project management and supervising and coordinating the work of contractors;
  
  · investigating availability and suitability of options for new premises;
  
  · calculating and comparing costs for required goods or services to achieve maximum value for money;
  
  · planning for future development in line with strategic business objectives;
  
  · managing and leading change to ensure minimum disruption to core activities;
  
  · directing, coordinating and planning essential central services such as reception, security, maintenance, mail, archiving, cleaning, catering, waste disposal and recycling;
  
  · ensuring the building meets health and safety requirements and that facilities comply with legislation;
  
  · keeping staff safe;
  
  · planning best allocation and utilisation of space and resources for new buildings, or re-organising current premises;
  
  · checking that agreed work by staff or contractors has been completed satisfactorily and following up on any deficiencies;
  
  · coordinating and leading one or more teams to cover various areas of responsibility;
  
  · using performance management techniques to monitor and demonstrate achievement of agreed service levels and to lead on improvement;
  
  · responding appropriately to emergencies or urgent issues as they arise and dealing with the consequences.
  
  · Reviews service provider/contractor performance
  
  · Reviews work schedules, service level agreements, reports, and scope of works to ensure the best standards are maintained at all times.
  
  · Organizes regular meetings with service providers to drive overall site management
  
  · Advises Senior Management or OA Board on any nonconformance or non-performance of service providers and recommend appropriate actions to be taken (proactive, reactive, corrective)
  
  · Manages processes to proactively update Senior Management or OA Board on any maintenance requirements.
  
  · Ensures all statutory requirements are fulfilled and up to date.
  
  · Continuously reviews and resolves all health and safety issues
  
  · Manages crisis and emergencies at any/all times of incident and reporting the same to respective authorities, whilst escalating the same through established policies and processes.
  
  Customer Services
  
  · Ensures timely customer communications to customer via established channels and recommend ways to enhance the same.
  
  · Resolves customer complaints and minimize issues escalated to Senior Management and OA Board members.
  
  · Develops community newsletters or updates on a monthly or a quarterly basis.
  
  Community Events
  
  · Plans and organizes community events promoting the spirit, wellbeing and cohesiveness of the community
  
  · Organizes sponsorships to fund community events
  
  · Develops communication methods to market the event and increase footfall to the same. This will include but not limited to flyers, posters, notices, circulars, emails, text messages, e-marketing etc.
  
  Reports
  
  · Prepares scheduled and ad hoc reports for Senior Management and OA Board
  
  · Prepares presentations and analysis as may be required from time to time
  
  Team Management
  
  · Supervises team activities to ensure required/expected standards are met.
  
  · Identifies and recommends teams professional development
  
  · Conducts appraisals for team members
  
  · Provide performance feedback to team members for continual improvement
  
  · Delegates work with clear instructions to team
  
  Team Management
  
  · Supervises team activities to ensure required/expected standards are met
  
  · Identifies and recommends teams professional development
  
  · Conducts appraisal for team members
  
  · Provide performance feedback to team members for continual improvement
  
  · Delegates work with clear instructions to team
  
  
  
  
  
  
  
  
  
  
  

• REQUIRED COMPETENCIES
  
  · Minimum graduate degree from a reputed university with qualifications like engineering/architecture preferred but not required
  
  · Professional Community Management certification
  
  · Minimum 3 years on the same level of experience preferably in a medium to large organization
  
  · Ability to interact tactfully and effectively with customers
  
  · Strong problem analysis, solving and research skills
  
  · Strong presentation skills both verbal and literal
  
  · Ability to explain financials to committees
  
  · Ability to convey message, politely, tactfully and confidently in conflicts or challenging situations
  
  · Ability to provide coaching, feedback and on the job training when needed.
  
  · Ability to utilize available resources effectively.
  
  Job Type: Full-time
  
  Pay: AED8,000.00 - AED10,000.00 per month
  
  Experience:
• Community Executive: 4 years (Preferred)

Community Coordinator: 4 years (Preferred)

• Owners Association: 3 years (Preferred)

License/Certification:

• UAE driving license (Preferred)

* M-100 certificate (Preferred)