Administrative Assistant
5 months ago
Administrative Assistant
**Job Title Reports To (Job Title) **Facilities Manager
On - site
**JOB PURPOSE**
The “Administrative Assistant ” is responsible for providing the Community with high level customer service and performing all Facilities management related tasks on site.
The role encompasses client interactions and communications as they relate to the respective portfolio. This includes Owners and building occupants, service providers for all web based/ physical and written communications for Community Management services; General Administration, Reporting and Asset Management services.
At all times the Administrative Assistant will represent the company in a professional and knowledgeable customer focused and service-oriented way, maintaining positive relationships with all stakeholders.
**JOB DIMENSIONS**
**Customers**
End-customer management Service provider team to Routine financial queries Internal liaison within and with the Client
- resolve complaints, provide quotes.
**PRINCIPAL ACCOUNTABILITIES**
1. Ensure timely communications with customers via established channels.
2. Assist to resolve customer complaints and contain escalations.
3. Keep records of interactions and transactions of customers, keep records of customer complaints, inquiries, and comments.
4. Assist Owners in providing invoices, and receipts. Provide information and clarifications on service charges queries and complaints.
6. Issue various communication, notices, newsletters etc. to the community.
7. Assist with maintaining an updated customer database.
8. Assist and processes unit resale requests in accordance with Authority and company requirements.
9. Ensure owners’ records and documents are saved in the system.
**OPERATIONS**
1. Provide remote secretarial and administrative support to the Community/OA/Portfolio Manager and Homeowner Association including: a. Organize, prepare, and distribute documents including agendas, meeting minutes, reports, briefing notes, invoices, memoranda, and general correspondence. b. Ensure all meeting notices, agendas, supporting documentation and minutes are prepared and issued within the timeframes required under the applicable State and or Federal Law and as per policies adopted by the company and the
2. Assist with maintaining accuracy in the company Data including details of the Roll of Owners, Insurance and Assets.
3. Assist the facilities Manager on administrative matters such as processing invoices for services, managing trackers for work completions and procurement of various services and goods for the Community..
**COMMUNICATION & TEAMWORK**
1. Effectively and proactively work with the Community Management and other teams within the HOA Management Company setup such as Finance, Administration & Contracts and Facilities Management teams.
2. Adopt and demonstrate excellent interpersonal and customer service skills to ensure a professional image of the company is maintained.
3. Assist with circulating / issuing the newsletter and other communication through the electronic channels available to the
HOA.
4. Contribute to the effective functioning of the team.
**WORK QUALITY AND BRAND STANDARDS**
1. To ensure the highest standards of quality in all aspects of work, guaranteeing that the company brand values, and standards of work are never compromised.
2. At all times act in the best interests of VA Global, the Client and the HOA representing all in a professional and competent manner.
3. To ensure that all presentations, reports, documents are prepared in accordance with the brand and marketing standards of the client and or the HOA as may be applicable.
**CONTEXT**
**Operating Environment on site Physically**
Operate within the framework of assigned delegation of authority or tasks (as the case may be) as
**Framework and **per the Standard Operating Procedures of the Client and or the HOA.
**Boundaries **Seek clearance / guidance from the internal team and or the client team (as the case may be) in case any matters that are determined to be not routine or fall outside the delegation or assignment.
**RELATIONSHIP**
**External **Client, Homeowners, Residents, Suppliers, Contractors
**QUALIFICATIONS**
Diploma in Real Estate Management / Building Services Real Estate Management, Business,
**Qualifications & Skills**
Customer Service, Hospitality
2-3 years’ experience in real estate / property development company
**Experience**
CAI M100 certified is an advantage;
Corporate acumen, real estate, retail, policies & procedures
**Knowledge **Excellent command of English language.
Strong communication skills; time management; strong analytical, quantitative, and problem
- **Skills ** solving skills.
**Abilities **Customer-centric, Team player, Innovative, Able to handle stress, Versatility.
**Salary**: AED3,000.00 - AED4,000.00 per month
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