Community Liaison

Job Purpose

This position is responsible to extend support and assistance to the community management team for the management of the Owners Associations (OA) in compliance with the applicable Law for managing Jointly Owned Property.

This includes, but is not limited to site operations and supervision, financial, general management, relationship management with OA Board Members, Owners, Service Providers, Contractors and all other entities who directly or indirectly contribute to the management and operations of the community.

The Community Liaison may report to the Community Manager or Community Supervisor.

Roles, Responsibilities, Duties

Operations related

• Conduct regular inspections and take necessary actions to address HSE related issues.
• Highlight concerns to the service provider through a formal report / CAFM.
• Maintain an up to date community action tracker for the community and ensure proper follow up on items listed.
• Inspection on extra work on site from third party contractor along with FM when required. Evaluate work completion reports related to common area and common assets. Ensure a thorough verification is carried out onsite, before approving any work completion reports.
• Coordination with security, issuing of Notices of Violations, resolving community related Service Requests.
• Organize and conduct joint inspections with the service provider to evaluate performance on the evaluation / rating systems.
• Familiarize and keep up-to-date knowledge about the deliverables of the Facilities Management Contract.
• Identify improvements for the community operations in terms of procedures and or facilities to achieve efficiency in management of the community.
• 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.

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.
• 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.
• Assist in organizing and actively participate in community events.
• Prepare for and attend board meetings and Annual General Assemblies.
• Coordinate with Customer Care and residents to gain access to units for various projects where required.

Financial, Administration related and Other

• Regularly obtain financial statements from the Finance Department and review the same along with the Community Manager/ Community 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).
• Maintain up-to-date, all forms to be used for successful and efficient management of the community.
• 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 community.
• 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 community 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.
• Upload Quarterly & Annual General meetings – compile & upload in the share all pertinent hard and soft copies.
• Weekly, Monthly report preparation for OA, updated from FM, Finance and OA.
• Support staff in preparation of invoice & payment for Storage Room Contract Rental, Access Card Issuance, advertisement, NOC objection certificate/accidents or any other established sources of generating Other Income for the Owners Association or Provis, if required.
• Provide general information, secretarial, clerical, personal assistance deemed required by Owners Association (OA) Management.
• Handles administrative work and invoicing, receipting and collection of service charge, if required.
• Coordinate with other departments like Finance in relation to service charges.
• Support staff in handling of all invoicing and payment coordination of all service providers. Arranges for payments to service providers by OA through Managing Agent.

Experience and Skills:

• Experience and Skills
• Minimum 1 years experience in similar position with OA / Property Management Company / 2 years Front Office Roles in Hotels (preferred)
• Minimum 2 years experience in administrative role within the UAE
• Ability to communicate in clear and concise manner.
• Fluent in verbal and written business English, fluency in Arabic (preferred).
• Computer literacy – MS word, excel and PowerPoint presentation.
• Excellent time management and proactive work approach.
• Ability to work independently

Qualification:

• Graduate or Undergraduate
• Basic Community Management certification from a recognized institute is desirable