Admin Officer

2 weeks ago

Abu Dhabi, Abu Dhabi, United Arab Emirates Asteco Full time 120,000 - 360,000 per year

Job Purpose

This position is responsible for supporting the community management team in managing Owners' Associations (OA) in compliance with applicable laws for Jointly Owned Property. Responsibilities include site operations and supervision, financial and general management, and relationship management with OA Board Members, Owners, Service Providers, Contractors, and other stakeholders.

The Sr. Community Liaison may report to the Community Manager or Community Supervisor and may have Community Administrators and Community Site Inspectors as direct reports.

Roles & Responsibilities

Operations Related

  • Conduct regular inspections and address HSE issues.
  • Highlight concerns to service providers via formal reports / CAFM.
  • Maintain and update the community action tracker.
  • Inspect extra work on-site from third-party contractors with FM when required.
  • Evaluate work completion reports for common areas/assets and verify onsite before approval.
  • Coordinate with security, issue Notices of Violations, and resolve community-related service requests.
  • Organize joint inspections with service providers for performance evaluation.
  • Stay updated on Facilities Management Contract deliverables.
  • Identify operational improvements for efficiency.
  • Prepare community operations reports and updates.
  • Assist in weekly operations meetings for soft services.
  • Draft official letters to service providers and stakeholders.
  • Manage emergency incidents and client-facing situations.
  • Support staff in day-to-day building management operations.
  • Ensure execution of approved capital building improvements.

Customer / Resident / Owner Related

  • Communicate with owners/customers via email, text, phone, and established channels.
  • Attend walk-in customers when required.
  • Stay updated on community laws and enforce rules through violation management.
  • Recommend improvements and cost-saving strategies for resident comfort.
  • Notify residents of planned or emergency maintenance and disruptions.
  • Maintain an updated tenant database and create records on the community portal.
  • Assist in organizing and participating in community events.
  • Prepare for and attend board meetings and AGAs.
  • Coordinate with Customer Care and residents for unit access when needed.

Financial, Administration & Other

  • Review financial statements with Community Manager/Supervisor.
  • Suggest amendments/additions for next service charge budget.
  • Apply legal provisions for service charge collection.
  • Maintain updated forms for efficient community management.
  • Process advertisement and flyer distribution requests.
  • Assist in tender preparation and site visits.
  • Coordinate with Procurement for purchase requisitions and Finance for payments.
  • Serve as administrative contact between community and support departments.
  • Assist with internal budget preparation.
  • Support insurance claim notifications, invoicing, and reimbursement follow-ups.
  • Monitor and update property damage tracker.
  • Draft minutes of meetings for OA board and AGAs.
  • Upload quarterly and annual meeting documents.
  • Prepare weekly/monthly OA reports.
  • Support invoicing and payment for storage rental, access cards, ads, NOCs, and other income sources.
  • Provide general secretarial and clerical assistance.
  • Handle administrative work related to invoicing, receipting, and service charge collection.
  • Coordinate with Finance for service charges and payments to service providers.

Skills

  • Clear and concise communication skills.
  • Fluent in English (Arabic preferred).
  • Proficient in MS Word, Excel, and PowerPoint.
  • Excellent time management and proactive approach.
  • Ability to work independently.

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