Assistant Community Manager

Job Purpose

The Assistant Community Manager overall is responsible for management of the community

in compliance with the

applicable Law to manage and operate a Jointly Owned Property. This includes, but is 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 community.

Roles, Responsibilities, Duties

People Management

• Supervises team activities to ensure required/expected standards are met.
• Identifies and recommends team's professional development.
• Conducts appraisals for team members. · Provide performance feedback to team members for continual improvement.
• Delegates work with clear instructions to team

Community Operations Management

• Ensure full compliance with the Jointly Owned Property Law and Directions therein.
• Develop/Coordinate/Facilitate registration and formation of OA.
• Develop, manage and implement governing documents that are required for managing the OA.
• Manage relationships with OA Board Members and Homeowners/Residents.
• Cater to the secretarial and administrative requirements of the OA/OA Board Members
• Plan, organize, manage and conduct Annual General Assemblies of homeowners in line with the Association Constitution.
• Plan and conduct or chair OA Board Meetings and manage interactions with the Board on an ongoing basis.
• Manage community Financials, OA insurances and related claims execution.
• Manage community’s Common Areas and services therein.
• Manage contracts or agreements with all parties who conduct business or transact with the community.
• Manage and ensures comprehensive records and systems are appropriately kept and filed.
• Manage, review and implement methods for regular communications or updates with members of the OA, residents etc.
• Liaise with government authorities on issues pertaining to the community, as often or as required from time to time.
• Prepare scheduled and ad-hoc reports for Senior Management and OA Board.
• Prepare presentations and analysis as may be required from time to time

Community / Building/ Site Management

• Conduct regular inspections/audits and drive proactive resolutions to ensure the standards are always maintained
• Review and manage service provider/contractor performance
• Review contractual work schedules, service level agreements and reports to ensure standards are always maintained in line with contractual terms
• Organize regular meetings with service providers to drive and enhance overall site management and performance
• Advise Senior Management or OA Board on significant non- performance of service providers
• Manage process to proactively update Senior Management or OA Board on significant maintenance requirements
• Ensure all statutory requirements are always fulfilled and are up to date
• Continuously review and resolve all health and safety issues
• Manage crisis and emergencies at any/all times of incident and report the same to respective authorities, whilst escalating the same through established policies and processes
• Ensures timely customer communications to customer via established channels and recommend ways to enhance the same
• Issue communications to owners / residents / stakeholders via established channels
• Develops community newsletters or updates on a monthly or quarterly basis
• Plan and organize community events promoting the spirit, wellbeing and cohesiveness of the community

Management of Vendors and Procurement

• Manage all vendors (contractors, suppliers, service providers etc.) who transact with the OA and prepare or review Request for Proposals or procurement requirements for the OA
• Review and make recommendations or analysis on received proposals

Management of OA Financials

• Prepare budgets for the community service fees in consultation with the management team and / or OA Board (as applicable).
• Present budget to the OA Board and OA as may be applicable from time to time for approvals.
• Liaise with any relevant government office and seek approvals on the community service fees where required.
• Manage the process for invoicing community service fees to all homeowners.
• Implement measures and strategies to ensure maximum service charge collections.
• Pursues measures (approved by Law) for recovery of outstanding service charge.
• Exercise due diligence and cost control to ensure expenses do not exceed the budget.
• Manage the community cash flow through revenues and expenses, escalating cash flow or deficit issues as appropriate to Senior Management and OA Board Members.
• Review and process invoices as per UAE VAT regulation for timely payments to service providers.
• Implement initiatives to increase community income and cost savings.

Qualification:

Minimum graduate degree from a reputed university

Professional Community Management certification from a recognized institute

Experience and Skills:

• Experience and Skills
• Minimum 3-4 years’ experience in similar position with OA / Property Management Company / 4-5 years Front Office Roles in Hotels

1. (Large scale organization preferred)

• Ability to interact tactfully and effectively with customers. Strong analysis and problem solving, excellent time management and pro-active approach.

• Strong communication and presentation skills both verbal and literal. Ability to convey message politely, tactfully and confidently in conflicts or challenging situations. Ability to provide coaching, feedback and on

• Fluent in verbal and written business English, fluency in Arabic (preferred).

• Excellent Computer literacy – MS word, excel and PowerPoint presentation.