Fm Executive Administrator

3 weeks ago

Dubai, United Arab Emirates DGM Investment LLC Full time

**Key Responsibilities**:
**Administrative Support**:This involves ensuring that the Head of FM's schedule is organized efficiently and that all necessary documentation is prepared for meetings.

**Document Management**:You'll be responsible for managing important documents such as contracts, leases, maintenance records, and compliance documents. This involves organizing, filing, and retrieving documents as needed.

**Communication Liaison**:You'll serve as a liaison between the Head of FM and other departments within the firm, as well as external stakeholders such as vendors, contractors, and clients. Effective communication skills are essential for conveying messages accurately and promptly.

**Budget Management**:Assisting in budget preparation and tracking expenses within the FM department is often part of the role. This might involve monitoring spending, preparing financial reports, and ensuring that expenditures align with the department's budgetary constraints.

**Project Coordination**:You may be involved in coordinating various projects within the FM department, such as maintenance tasks, or facility upgrades. This includes scheduling resources, tracking progress, and communicating updates to relevant stakeholders.

**Problem Solving**:Being able to troubleshoot issues as they arise is crucial. Whether it's resolving conflicts among team members, addressing maintenance emergencies, or finding solutions to logístical challenges, your ability to think on your feet will be invaluable.

**Leadership in Absence**:When the Head of FM is away, you'll step into a leadership role, ensuring that day-to-day operations continue smoothly. This might involve coordinating on behalf of the department, delegating tasks to other team members, and representing the FM department in meetings or discussions.

**Strategic Planning**:Participating in strategic planning sessions and contributing ideas for improving efficiency, reducing costs, and enhancing service delivery within the FM department is often expected. Your insights and observations from the day-to-day operations can be valuable inputs for strategic decision-making.

**Relationship Management**:
Ø Foster positive and harmonious relationships with landlords by providing regular updates, addressing concerns promptly, and ensuring transparency in communication.

Ø Act as the primary point of contact for landlords, facilitating communication between landlords and internal teams.

Ø Provide regular updates to landlords on building maintenance, planned preventive maintenance (PPM), and annual maintenance contracts (AMCs).

**Maintenance Updates**:
Ø Coordinate with the building maintenance team to provide fortnightly and monthly updates to landlords regarding maintenance activities and schedules.

Ø Ensure timely reporting of major expenses, breakdowns, and any significant issues related to building management to landlords.

**Reporting and Documentation**:
Ø Prepare and send monthly reports to landlords, detailing property performance, maintenance activities, and financial matters.

Ø Collaborate with the DGM Management team to ensure alignment in reporting and communication with landlords.

Ø Maintain comprehensive records of all communication, agreements, and disputes with landlords**.**

**AMC Management**:
Ø Oversee the management of annual maintenance contracts, ensuring services are delivered as per contractual agreements and quality standards.

Ø Coordinate with vendors and service providers to address any issues or concerns raised by landlords regarding AMC services.

**Dispute Resolution**:
Ø Handle complaints and disputes from landlords, working to resolve issues promptly and efficiently.

Ø Act as a mediator between tenants, landlords, and internal teams to achieve satisfactory resolutions to disputes.

**Team Collaboration**:
Ø Collaborate closely with the FM landlord team and DGM Management to ensure effective communication and coordination in managing landlord relationships.

Ø Maintain a positive and cooperative relationship with all stakeholders, fostering a harmonious working environment.

**Job Type**: Permanent

Pay: AED7,000.00 - AED8,000.00 per month

Application Question(s):

- Bachelor's degree in Business Administration - IS MUST
- Microsoft Office Suite and property management software - Knowledge Is MUST
- Can you \join Immediately ?

**Experience**:

- Executive Administrator in Property/Facilities management: 5 years (required)

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