Job Summary
Under the direction of the Owners Association/Community Manager, provide Community Management services to an assigned portfolio. Furthermore, ensure compliance with relevant rules, regulations and legislation by self, client and end-users.
Responsible for Customer request management of all portfolio. Being the first point of contact.
The Supervisor shall be overall responsible for management of the assigned community portfolio which includes, but not limited to site operations and supervision, financial, general management, relationship management, owners, monitoring of service providers, contractors, and all other entities who directly or indirectly contribute to the management and operations of the community.
Key Duties and Responsibilities
- Ensures full compliance with the governance documents, Law and Directions therein.
- Manages relationships with Homeowners/Residents.
- Caters to the secretarial and administrative requirements of the community (minutes of meetings, reports, presentations, letter, notice etc.)
- Manages community 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 community, as may be applicable and assigned to him/her from time to time.
- Manages Reviews and implements methods for regular communications or updates with members of the community, residents etc.
- Liaises with government authorities on issues pertaining to the community as often or as required from time to time.
Financial
- Manages the community service fee budgets by exercising due diligence and cost control to ensure expenses do not exceed the budget.
- Reviews incoming invoices and process the same for timely payments to respective parties.
- Manages community financials, insurances and related claims execution.
- Reviews and suggests initiatives to increase community income and cost savings.
- Service Provider Community Management.
- Managing all aspects of administration, security, cleaning, valet parking, MEP, Facade cleaning services. Ensure continuous optimization of all services and inspection procedures.
- Be available 24×7 to deal with emergencies outside working hours as required eg. Floods, Fires and Accidents with Head Office Support Team at the agreed response times.
- Monitor Preventive, Reactive, Emergency, Planned Replacement Maintenance.
- Manage warranties and defect liability administrations for equipment.
- Coordinating and planning with relevant departments 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.
- Checking that agreed work by staff or contractors has been completed satisfactorily and following up on any deficiencies.
- 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.
- Organizes regular meetings with all operations stakeholders to drive overall site management.
- Advises Senior Management on any nonconformance or non-performance of service providers and recommend appropriate actions to be taken (proactive, reactive, corrective).
Customer Services
- Ensures timely customer communications to customer.
- Resolves customer complaints and minimize issues escalated to Senior Management.
- Develops community newsletters or updates on a monthly or a quarterly basis.
Reporting
- Prepares scheduled and ad hoc reports for Senior Management.
- Prepares presentations and analysis as may be required from time to time.
Technical Competencies
- Bachelor’s Degree in Accounting, Engineering, Property or Business a distinctive advantage.
- At least 3 years’ experience in Community Management.
- Master Development experience is highly regarded.
Behavioural Competencies
- Excellent communication, language and writing skills both in English and Arabic.
- Positive, enthusiastic, customer-centric person who loves meeting people-Go getter attitude.
- Able to work and deliver under constant pressure.
- Comprehensive understanding of all Abu Dhabi JOP laws and regulations.
- Intermediate understanding of financial accounting and budgeting for JOPs.
- Proficiency of Microsoft products i.e. excel, word, email.
- Excellent organisational skills and time management skills.
- Analytical thinking and problem-solving skills.
Disclaimer: The duties and responsibilities described above are not a comprehensive list and additional tasks may be assigned to the employee from time to time; or the scope of the job may change as necessitated by business demands.
