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The Community Management function is responsible for all aspects of day-to-day administration, operations and management, financial and commercial goals, health, safety, environment and sustainability, customer experience, trust, satisfaction and happiness that are required to ensure world-class services are delivered to MAF community owners and residents. The role requires agile management, handling of internal and external stakeholders, customers, vendors, service providers, contractors and related parties who are directly or indirectly involved and contribute to successful management of MAF communities.
The purpose of this role is to provide day-to-day administration requirements to support the wider community and operations management team to ensure smooth functioning of the communities. The role requires diligent and prompt management of customer complaints, procurement requests, record keeping, document management, stakeholder coordination, logistics, events and campaigns and monitoring set SLAs and KPIs.
Role Details – Key Responsibilities and Accountabilities:
- Organise and execute logistics requirements for meetings, events, customers and projects as maybe scheduled. Record minutes of meetings and coordinate the circulation of the same.
- Complete a broad variety of administrative tasks that effectively lead the organization, including assisting with special projects; designing and producing required technical documents, reports, and presentations; collecting and preparing information for meetings with internal and external parties; composing and preparing correspondence; maintaining contact lists, etc.
- Organise and coordinate travel arrangements – flights, hotels, visas which includes arranging appointments with respective government sectors for different visa applications.
- Initiate, monitor and track purchase requisitions and orders for community and facilities management.
- Maintain inventory of office supplies, equipment and stocks, and coordinate with vendors or internal stores to replenish at minimum levels.
- Maintain roster of staff (office boys, cleaners, drivers etc) as may be required.
- Follow-up with internal and external teams/stakeholders on tasks and resolutions based on timelines.
- Manage ad-hoc projects as maybe requested by the management.
- Prepare and/or assist in creating PowerPoint presentations, charts/graphs, spreadsheets, executive board reports and materials required for the meetings. Coordinate with other divisional heads and their teams to collate necessary information or updates required for the report.
- Manage customer communications, interactions, transactions and complaint management as per approved SLAs and KPIs, by using systems and technologies assigned.
- Manage, monitor and track supplier / vendor / service provider invoices.
- Review, analyse and process invoices and payments of suppliers / vendors / service providers as per payment schedules and due dates in line with MAF policies.
- Extract, review, analyse and process monthly utility bills in a timely manner to comply with DEWA and other local authorities’ payment timelines.
- Participate in service fee budget preparation, RERA approvals, cost allocation and reserve fund studies, generate budget variance reports as per approved timelines.
- Participate in owners associations meetings and prepare action tracker, minutes of meeting and other committee tasks as maybe directed from time to time.
- Ensure community management and operations are in compliance with Law 6 of 2019.
- Assist and participate in conceptualizing and implementing new technology solutions.
Minimum Academic Qualification:
- Bachelor’s degree or similar qualifications
Minimum Years of Experience:
- Minimum 3 in a real estate or related service industry
Other Requirements:
- Maintain a professional and business etiquette as would be expected at all times, in particular when dealing with third party vendors and clients.
- Organised, articulate, composed, methodical in overall work and problem solving.
- Excellent inter-personal and business communication skills to manage and engage people, stakeholders and customers.
- Excellent business communication skills (verbal and writing) to present reports to internal and external audience.
- Technology savviness and keep up with the latest innovations, disruptions and industry trends.
- Understanding of financial terminologies will be added advantage.
