Community Executive

Job Purpose:

The community executive / coordinator is responsible for supporting the community’s day to day functions to ensure high level of customer service which includes but not limited to interaction and respond to owner’s committee queries, respond to customers communications in a timely manner as per set KPI, process move in and move out requests, enforcing community rules, building inspection, manage occupancy, works permits, budget preparation, lifestyle and events, mediator, promote harmonious living, raise service requests, monitor service provider performance, ensure customer satisfaction, assist the community manager is preparing and be part of the committee’s meetings.

Responsibilities:

• Respond to customer queries within as per SLA and KPI.
• Prepare and send notices, planned, and as required.
• Process moves in / move out; maintain and ensure occupancy is up to date.
• Prepare newsletter.
• Maintain records and trackers, ensuring they are consistently accurate and up to date.
• Ensure all communications are saved.
• Well trained and skilled in all aspects of administration of accounting, database management software or supporting systems.
• Assist the community manager in preparing for board / committee meetings such as agenda, meeting set up, book external board room as required.
• Ensure meetings minutes are updated, sent to the board / committee, related parties, approved and saved.
• Work closely with the board and ensure the action list discussed is being actioned and the board / committee is updated.
• Assist community manager to prepare for Annual General Assembly “AGA”.
• Assist community manager in drafting reports as required.
• Service fees collection and payment.
• Assist in request for proposal “RFP” Preparation.
• Ensure PRs and POs are issued promptly and within the required timelines.
• Prepare for enhancement and ensure work is completed on time as per the agreed budget.
• Perform regular inspection, daily, weekly monthly to ensure the community standard is not compromised.
• Monitor the service provider’s performance.
• Raise service requests / maintenance tickets and ensure the quality of work done
• Ensure all statutory requirements are actioned and the community is in compliance with the State / Emirates law.
• Ensure service provider is monitoring the performance of the specialized service provider.
• Conduct site visit with third party contractor, ensure required work is communicated clearly, supplier is quoted according to the scope of work and work is completed on time as per contracted deliverables.
• Technical capabilities in understanding technical terminologies, minimum basic technical understanding, and being able to communicate technical matters to non-technical customers.
• Prepare and propose relevant events per fiscal year.
• Liaise with the marketing team for event plan, set up, sponsors.
• Meet with event manager / company to review event set up and its compliance with community regulation – presence in community / OA events is mandatory.
• Ensure common areas are well maintained and the lifestyle is preserved and promote harmonious living.
• Make sure community rules are enforced and moderate as required in case of neighbor dispute.
  
  

Qualification and Experience:

• Diploma in hospitality, real estate, property management or equivalent
• M-100 The Essential of Community Association management – not mandatory but will be an advantage
• 2-3 years in community management / owner association or relevant experience.