Community Management Executive

Overview

Qualification

• Graduate
• **M100 certification or OA experience preferred**

Roles, Responsibilities, Duties

• Operations related
• Conduct regular inspections and take necessary actions to address HSE related issues.
• Maintain an up-to-date ‘community action tracker’ for the community and ensure proper follow up on items listed.
• Prepare reports on community operations and updates.
• Assist in chairing weekly operations meetings for Soft services
• Assist in drafting Official Letters to service providers and any other stakeholders.
• Emergency incident management & Client facing, if required.
• Organize and conduct joint inspections with the service provider to evaluate performance on the evaluation / rating systems.
• Support staff to manage the day to day operations of Building Management, ensuring the outgoings, integrity and quality is retained at all times.
• Ensure execution of approved Capital Building improvements.
• Determining best practices regarding workflow analysis, forms development standardization and ISO compliance across all business lines.
• Managing client relationships in order to render high quality service delivery. Customers/ Residents/ Owners related
• Corresponding via emails, texts, phone etc. to the owners/customers to resolve their concerns, and communicating to members via the established channels of communication, if required.
• Attend to walk-in customers to the office, where required.
• Keep up-to-date knowledge of the Law and the rules and regulations of the community and enforce them through the violation management mechanism.
• Creating Information Booklets or community manual that will be provided to Homeowners in relation to Service Charge and Owners Association rules and regulations as well as a fine schedule.
• Recommends improvements and cost saving strategies where possible for the community operations in terms of residents’ comfort and environment.
• Ensure residents are promptly updated of any planned maintenance, emergency maintenance or disruptions that may affect or interrupt with the enjoyment of their home or the community common areas.
• Ensure that the tenant database for the community is up-to-date. Promptly create tenant records on the community portal to enable electronic updates of the community to tenants.
• Handle communication and community notices on the community portal.
• Assist in organizing and actively participate in community events.
• Prepare for and attend board meetings and Annual General Assemblies.
• Review & Revision of Community Events Announcements.
• Coordinate with Customer Care and residents to gain access to units for various projects where required.
• Issuing and keeping track of access cards.
• Record keeping of Acknowledgement of official documents by owners/occupiers (Community Handbook etc.)
• Coordination with security, issuing of Notices of Violations, resolving OA related Service Requests. Financial, Administration related and Other
• Understanding community KPI and SLA Standards and ensuring documentation are being submitted timely to the appropriate divisions/departments/companies.
• Regularly obtain financial statements from the Finance Department and review the same along with the OA Manager/ OA Supervisor.
• Maintain and suggest (to the line manager) recommendations for amendments / additions to be considered for the next service charge budget.
• Apply the provisions under the law for service charges collection on Owners (where applicable).
• Make seasonal collections calls to service charge defaulters
• Maintain up-to-date, all forms to be used for successful and efficient management of the OA.
• Process the requests for advertisements (physical and electronic) and flyer distribution (if applicable) in the community.
• Provide assistance in preparation for tenders and site visits for goods & services required by the OA.
• Coordination with Procurement Department to create purchase requisitions & LPO and to provide all necessary documentation for Finance to release payment.
• Work closely with other support departments like Procurement, HSE and Finance, serving as the main point of administrative contact between OA and other departments in the vendor registration process.
• Assist with the internal budget preparation for the department.
• Secondary Staff in Insurance Claim notifications along with preparing invoices and follow up reimbursement of claims from Developer, as necessary
• Secondary Support in the monitoring & updating site property damage tracker.
• Follow up insurance fund transfer reimbursement after work completion/delivery along with follow up with Finance for allocations of insurance funds.
• Draft Minutes of Meeting during Interim Owners Union Board Meetings and Annual General Assembly.
• Assistance with MOM and preparation of reports during internal and external meetings.