Description
JOB DESCRIPTION
Under the direction of the Association Manager, provide management services and administrative support to a portfolio of Owners Association clients and ensure compliance by clients with relevant rules of the Owners Association.
You are responsible for the overall management of the Home Owners Association and with a clear understanding of Law concerning Ownership of Jointly Owned Property Law in the Emirate of Dubai.
Portfolio Management
• Make site visits to all buildings in your portfolio as required.
• Conduct meetings of the community members as required.
• Liaise with Facilities Management to ensure all essential services for the community are up to date.
Communication/Correspondence
• Issue notices, agendas, and minute another correspondence as required.
• Ensure that the minutes are taken for each meeting of the Association.
• Oversee the distribution of correspondence as required.
• Receive all phone calls and written correspondence relating to the management of the community.
• Respond to all telephone and written correspondence in a timely and efficient manner.
• Attend all meetings of the community.
• File all documentation in accordance with Company Policy and Procedure.
Financial Management
• Liaise with Company’s Finance department to ensure you are up to date with the financial transactions for the community.
• Budget management responsibilities as required by Association Manager.
Knowledge of:
• General understanding of the operation of Owner Association Management
• Intermediate understanding of Financial Accounting and budgeting.
• Business and administrative processes.
• Business environment and business ethics
• Proficiency in Microsoft Products i.e. Excel, Word, Outlook
Collection perspective:
Collaborating on debt collection efforts with Accounts, Sales, and the Legal Department.
Developing debt collection strategies and plans.
Contacting debtors by telephone to enact and negotiate debt recovery.
Negotiating settlements to receive payment on a certain percentage of the debt.
Keeping hard copy and electronic records of all communications, payment plans agreed to, and amounts paid.
Sending statements of delinquencies and satisfied debts to the Credit Bureau, as well as purging records where debts have been satisfied.
Ability to:
• Maintain the delivery of customer-focused services to the business unit.
• Communicate effectively in English and Arabic both orally and in writing.
• Establish and maintain cooperative and effective working relationships with others.
• Work courteously and tactfully with customers and employees
• Willingness to learn new skills
• Excellent telephone manner
• Management skills
• Ability to answer queries and perform client service duties
• Ability to handle difficult clients
• Time Management Skills
• Excellent Organizational skills
Receptionist Job Responsibilities:
• Serves visitors by greeting, welcoming, and directing them appropriately.
• Notifies company personnel of visitor arrival.
• Maintains security and telecommunications system.
• Informs visitors by answering or referring inquiries.
• Directs visitors by maintaining employee and department directories.
• Maintains security by following procedures, monitoring logbooks, and issuing visitor badges.
• Operates telecommunication system by following manufacturer’s instructions for house phone and console operation.
• Keeps a safe and clean reception area by complying with procedures, rules, and regulations.
• Supports continuity among work teams by documenting and communicating actions, irregularities, and continuing needs.
• Contributes to team effort by accomplishing related results as needed.
Behavioral Competencies:
• Communication/Consulting - Well-developed communication, interpersonal, consultation, and negotiation skills and liaise with peers, customers, and key stakeholders on service delivery and related issues.
• Office Management - Demonstrate knowledge of and ability to implement administrative systems and procedures within a large organization.
• Time Management - Demonstrate organizational and time management skills including the ability to manage competing priorities, and monitor and co-ordinate administrative processes to achieve deadlines and desired outcomes.
Preferred Candidate
Degree: Bachelor’s Degree / Higher Diploma
Certificate: M-100 (The Essentials of Community Association Management)
