Community Administrator (UAE National)

Job Purpose

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.