Qureos Mentor

Ariane Real Estate

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 * Administrative Support: Provide comprehensive administrative support, including managing calendars, scheduling meetings, arranging travel, preparing documents, and handling correspondence.
 
 
 
 * Communication Management: Serve as the primary point of contact for internal and external stakeholders, screen incoming communications, prioritize requests, and facilitate communication flow between the various departments or individuals.
 
 
 
 * Meeting Coordination: Plan, coordinate, and organize meetings, conferences, and events attended by the CEO/ C level, including preparing agendas, coordinating logistics, taking minutes, and following up on action items
 
 
 
 * Information Management: Maintain accurate and up-to-date records, files, and databases, including confidential information related to the CEO's / C level activities, projects, and contacts.
 
 
 
 * Documentation and Reporting: Prepare and edit reports, presentations, memos, and other documents as requested by the CEO / C level, ensuring accuracy, quality, and adherence to deadlines.
 
 
 
 * Relationship Management: Build and maintain positive relationships with key stakeholders, including board members, senior executives, clients, partners, and external contacts, representing the CEO / C level professionally at all times.
 
 
 
 * Confidentiality and Discretion: Handle confidential and sensitive information with the utmost discretion, integrity, and confidentiality, following company policies and protocols.
 
 
 
 * Project Coordination: Assist in coordinating special projects, initiatives, and strategic priorities led by the CEO / C-Level, providing administrative support, research, and coordination as needed.
 
 
 
 * Follow-Up and Action Items: Track action items, deadlines, and commitments made by the CEO / C Level, ensuring timely follow-up, reminders, and coordination with relevant parties.
 
 
 
 * Continuous Improvement: Identify opportunities for process improvement, efficiency enhancement, and organizational effectiveness within the executive office, contributing to a positive and productive work environment.
 
 
 
 
 
 Requirements
 
 
 
 
 
 
 * Bachelor's degree of Commerce, management or equivalent
 
 
 
 * Proven experience as an executive secretary, executive assistant, or similar role supporting C-level executives.
 
 
 
 * 5+ years of related experience required in working in an executive assistant role supporting C-level executives.
 
 
 
 * Strong organizational skills, attention to detail, and the ability to multitask and prioritize tasks effectively.
 
 
 
 * Excellent written and verbal communication skills, including professional etiquette and diplomacy.
 
 
 
 * Proficiency in office productivity software (e.g., Microsoft Office Suite, Google Workspace) and digital communication tools.
 
 
 
 * Discretion, integrity, and the ability to handle confidential information with professionalism and sensitivity.
 
 
 
 * Strong problem-solving skills, adaptability, and the ability to work independently and collaboratively in a fast-paced environment.
 
 
 
 
 
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Executive Secretary -  Female

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 The Support Services Manager in Property Management is responsible for overseeing and coordinating essential support functions to ensure the efficient operation and maintenance of properties. This role involves managing service contracts, supervising facility support teams, ensuring compliance with safety and regulatory standards, and enhancing tenant satisfaction. The manager works closely with vendors, service providers, and internal teams to optimize operational efficiency, control costs, and uphold the highest standards of property upkeep and service delivery.
 
 
 
 
 New Property Inspection
 
 
 
 
 - Receive confirmation from the Admin for any new Property Management contract to proceed with the inspection and complete the checklist
 
 
 
 - Check if any utilities, including KM, cooling, maintenance, cleaning, and AMC, need to be cleared by the owner; if they are not cleared, charge the owner prior to changing the unit&rsquo;s status to 'Available
 
 
 
 - Send confirmation to the occupancy in-charge to update the unit's status to 'Available.
 
 
 
 
 Handover
 
 
 
 
 - Receive confirmation from Admin/Leasing for any new leasing contract and conduct a final inspection before the handover
 
 
 
 - If any maintenance is required, coordinate with the Facilities Management (FM) team to provide the maintenance cost, charge the owner, and ensure all work is completed before the handover
 
 
 
 - Receive the handover format signed by Admin/Collection &amp; Leasing to officially hand over the unit to the client
 
 
 
 - Confirm with commercial tenants whether they have received the general notes and fit-out guidelines provided to the leasing team for any future requests
 
 
 
 - Archive the hard copy of the handover format along with the checklist
 
 
 
 
 Takeover
 
 
 
 
 - Receive confirmation from Admin regarding any move-out, including early termination or non-renewal
 
 
 
 - Coordinate with the tenant for the inspection and obtain their signature for the move-out.
 
 
 
 - If any maintenance is required, coordinate with the Facilities Management (FM) team to provide the maintenance cost and charge the tenant or owner accordingly.
 
 
 
 - Follow up on the maintenance process until it is complete and then send the details to the occupancy in-charge to update the unit's status to 'Available.
 
 
 
 - Ensure maintenance and utilities clearance to facilitate the refund of the security deposit from Finance to the tenants
 
 
 
 - Archive the hard copy of the move-out format along with the checklist
 
 
 
 
 Tenant Technical support (Maintenance)
 
 
 
 
 - Receive daily or weekly requests from tenants via email or phone regarding maintenance issues
 
 
 
 - Register the maintenance request date in the tracking report
 
 
 
 - Coordinate with Facilities Management (FM) for the inspection and prepare the cost estimate; the quotation amount will be determined based on whether the issues are the tenant's or the owner's liability.
 
 
 
 - Contact the tenant to provide an update on the repair status and discuss any liability amounts that need to be cleared.
 
 
 
 - Issue a Local Purchase Order (LPO) to Facilities Management (FM) to initiate repairs once the quotation is approved
 
 
 
 - Follow up with the Facilities Management (FM) maintenance team throughout the process until the work is completed
 
 
 
 - Contact the tenant for feedback to confirm if the maintenance has been completed.
 
 
 
 - Update the tracking report with the completion date of the maintenance.
 
 
 
 
 Tenant Technical support (Fit out)
 
 
 
 
 - Receive daily or weekly requests from tenants via email or phone for fit-out approval, along with the submission formats and layout for the required unit.
 
 
 
 - Register the fit-out request date in the tracking report
 
 
 
 - Coordinate with the FM and Engineering departments for review and approval
 
 
 
 - If approved, inform the tenant to proceed with the work as outlined.
 
 
 
 - If rejected, inform the tenant of the decision and explain the supporting documents required for resubmission.
 
 
 
 - Update the tracking report with the completion date of the fit-out request.
 
 
 
 
 Maintenance procedure with finance/Management
 
 
 
 
 - Receive the quotation from FM for any maintenance required
 
 
 
 - Prepare a memo and payment request, along with a Local Purchase Order (LPO), to proceed with management approval (excluding Sheikh properties)
 
 
 
 - If the maintenance expenses fall under tenant liability during the lease term, inform the tenant that payment is required before starting the maintenance.
 
 
 
 - If the maintenance expenses are the tenant's responsibility after the lease term has ended, inform the tenant to transfer the amount to Collection/FM within a maximum of two days after receiving the quotation. If the tenant fails to transfer the amount within this timeframe, we will approach management to approve the deduction from the security deposit
 
 
 
 - If the maintenance expenses are the responsibility of the developer (Ariane Projects/PM), issue a memo, Local Purchase Order (LPO), and payment request to Management/Finance for approval to proceed with the work
 
 
 
 - If the maintenance expenses are the responsibility of the owner (Sheikh), issue a letter or email to the owner and their Facilities Management (FM) team, and follow up until approval is obtained from the owner, addressing the FM directly to initiate the work.
 
 
 
 
 Property Asset Management
 
 
 
 
 - Conduct site visits of the properties and units to assess their status, and prepare a report detailing any concerns or enhancements that need to be addressed.
 
 
 
 - Prepare a General Enhancement report for (FM) to request a quotation.
 
 
 
 - Address the Enhancement report to Management for approval, along with the quotation
 
 
 
 - Prepare a notification to inform the tenant of any general or emergency issues in the projects, as well as to address any violations noted in the (PM) or (FM) inspection report, and follow up to ensure compliance with the necessary repairs.
 
 
 
 - Process utility bills (KM, cooling, and gas) on a monthly basis for common areas and vacant units by preparing payment requests to Management/Finance, and follow up until the payments are cleared.
 
 
 
 - Coordinate with (FM) regarding Annual Maintenance Contracts (AMC) and suppliers to ensure the proper maintenance of projects.
 
 
 
 
 General Task
 
 
 
 
 - Assist tenants with their requirements and provide them with the necessary information
 
 
 
 - Provide support to the Admin and Customer Services Departments in addressing tenant issues.
 
 
 
 - Manage property key coordination with the Leasing Team for property viewings.
 
 
 
 - Assist the Leasing Team by providing property information, including documentation, facilities, fit-out procedures, and unit availability.
 
 
 
 - Prepare weekly reports for Management that cover take-over and hand-over activities, aging properties, held properties, and reports on any facing issues, challenges, and departmental requirements.
 
 
 
 
 
 Requirements
 
 
 
 
 Education
 
 :
 
 
 
 &sect; Bachelor&rsquo;s degree in Property Management, Facilities Management, Business Administration, or a related field.
 
 
 
 &sect; Relevant certifications (e.g., Certified Property Manager (CPM), Facilities Management Professional (FMP), or similar) are preferred.
 
 
 
 
 Experience:
 
 
 
 
 &sect; Minimum of 5 years of experience in property management, facilities management, or related fields.
 
 
 
 &sect; Proven experience in a supervisory or management role, overseeing support services or maintenance operations.
 
 
 
 &sect; Familiarity with building systems (HVAC, plumbing, electrical), maintenance procedures, and safety regulations.
 
 
 
 &sect; Experience working with contractors, vendors, and service providers in a property management context.
 
 
 
 &sect;
 
 
 
 
 Key Skills:
 
 
 
 
 &sect; Strong ability to lead and motivate teams, manage performance, and foster a positive work environment.
 
 
 
 &sect; Excellent verbal and written communication skills for effective interactions with tenants, staff, and stakeholders.
 
 
 
 &sect; Strong analytical and problem-solving skills to address issues quickly and effectively.
 
 
 
 &sect; Ability to manage multiple projects, prioritize tasks, and meet deadlines in a fast-paced environment.
 
 
 
 &sect; Knowledge of budgeting, cost control, and financial management within property management.
 
 
 
 &sect; Proficiency in property management software and tools, as well as Microsoft Office Suite.
 
 
 Strong focus on tenant satisfaction and the ability to address and resolve complaints effectively.
 
 
 
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Support Service Manager - Property Management

Join Ariane Real Estate and explore 2   exciting career opportunities. They're hiring for various roles with options for remote or on-site work. Apply today and become part of their innovative team.

Ariane Real Estate

ABOUT_COMPANY

Executive Secretary - Female

Support Service Manager - Property Management