Concierge / Front Desk Administrator

Internal: MIPC PM, & FM staff

External: Customers/Clients, Tenants, Service providers

To ensure seamless operation & coordination within the assigned property .

Duties and Responsibilities

• Report to the Property Supervisor and responsible for property management of assigned portfolio.
• Maintain a range of administrative duties and support the completion of facilities and property management key deliverables:
  
  • Arrange pre-move out inspections.
  • Conduct move-out inspections with tenants & FM Supervisor, including updating related documentation.
  • Coordinate with Leasing Dept. and FM with readiness/preparations of all vacant units.
  • Conduct move-in inspections and completion of all relevant documentation.
  • Monthly utilities (Kahraama/etc.) data capturing and reporting.
  • Production of monthly reports and notices.
  • Monitor AMC activities and notify tenants accordingly on possible impact.
  • Housekeeping & Inventory management.
  • Parking coordination via Leasing Department.
• Meet and greet tenants and customers as first point of contact ensuring complaints are escalated accordingly.
• Ensure phone calls are taken and queries are dealt with in a timely effective manner.
• Manage mail and deliveries and notify/handover to tenants (where applicable).
• Manage all incoming email within domain.
• Maintain both soft and hard filing systems, ensuring consistency and support management team where required.
• Coordinate social calendar events and related activities.
• Any other duties/responsibilities as assigned from time to time based on the relevant business requirements.

Skills

• Positive phone demeanor and superior written and verbal communication skills are essential.
• Must have a service oriented mindset and be capable of making every tenant/guest feel valued.
• Exemplify strong organizational skills and attention to detail.
• Possess a positive attitude and be willing to work as part of a team.
• Ability to demonstrate professionalism, discretion and confidentiality at all times.

Specialized Training/ Knowledge Required

• Competent working knowledge with Microsoft Office suite, including Word, Outlook and Excel.
• Knowledge of basic office equipment, including printers, scanners, copiers, etc.

Language (s):

• English
• Arabic (will be an advantage)