Asst. Community Manager

3 weeks ago

Dubai, United Arab Emirates Reliance Owners Association Management Services LLC Full time

Asst. Community Manager

**Requirements**:
Graduate or postgraduate

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

M-100 Mandatory

Valid UAE driver’s license and Car

**JOB DESCRIPTION FOR ASST. COMMUNITY MANAGER**

1. JOB SCOPE

The 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.

2. 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 OA’s 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 s

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