Assistant Community Manager

Roles and responsibilities

• Plans, organizes, manages, and conducts Annual General Assemblies of homeowners in line with the Association Constitution.
• Plans, organizes, and manages, conducts, or chairs OC Board Meetings for OA-related businesses.
• Manages OA’s Common Areas and services therein (community, buildings, facilities, infrastructure, landscaping, soft and hard services)
• Manages Reviews and implements methods for regular communications or updates with members of the OA, residents, etc.
• Prepares budgets for the building service fees in consultation with the management team.
• Presents budget to the OC Board and OA as may be applicable from time to time for approvals.
• Liaises with compliance team to see RERA approvals on the building service fees.
• Reviews and suggests initiatives to increase building income and cost savings.
• Liaises with government authorities on issues pertaining to the OA, as often or as required from time to time.
• Ensures full compliance with the jointly owned property law and Directions therein.
• Develops, manages, and implements governing documents that are required for managing the OA (declarations, community rules, codes, covenants and easements, policies, procedures, processes, sales, and purchase agreements, etc.)
• Manages relationships with OC Board Members and Homeowners/Residents.
• Caters to the secretarial and administrative requirements of the OA/OC Board Members (minutes of meetings, reports, presentations, letters, notices etc.)
• Manages the building service fee budgets by exercising due diligence and cost control to ensure expenses do not exceed the budget.
• Manages the OA cash flow through revenues and expenses, escalating as appropriate to Senior Management and OC Board Members on shortfalls due to collections.
• Reviews incoming invoices and processes same for timely payments to respective parties.
• Create strategy, goals or plans for the JOPs as appropriate, in alignment with the applicable laws and regulations.
• Set annual plans of effective management and contractors’ performance, using the SMART framework.
• Identifies action steps and timelines needed to reach objectives.
• Communicates plans clearly to staff and delegate work.
  
  

FRAMEWORKS, BOUNDARIES, & DECISION-MAKING AUTHORITY:

• Abide and operate by the applicable Laws, rules, regulation and executive orders within the respective jurisdiction.
• Follow the company short and long term goals and objectives and cascade them to the team.
• Report any breach to company privacy, data or any other confidentiality matter.
• Has responsibility for managing the assigned portfolio of community associations.
• To have contact with Boards of Directors, Homeowners, and private contractors serving the association.
• Will handle homeowners' calls, assign work orders, solicit bids, process design review requests, and handle notices and violations, do financial data review. Required to maintain the highest degree of professionalism in all aspects when interfacing with board members and homeowners and through materials created for each building. They are to display integrity, loyalty, confidentiality, and professionalism at all times with co-workers and clients as well as adhere to the company's highest standards of ethics and standards

Desired candidate profile

1. Communication and Interpersonal Skills
Effective Communication: Ability to communicate clearly and effectively with community members, tenants, or customers in both written and verbal formats.
Active Listening: Understanding the concerns of community members and responding in a thoughtful and solution-oriented manner.
Conflict Resolution: Ability to mediate disputes and find amicable solutions to issues within the community.
2. Customer Service
Providing excellent customer service to ensure the satisfaction of community members or tenants.
Responding promptly to inquiries, complaints, and maintenance requests.
Creating a welcoming and supportive environment for all members of the community.
3. Event Planning and Coordination
Helping organize and coordinate community events or activities, whether they’re social gatherings, educational workshops, or recreational events.
Managing logistics for events, including space reservations, catering, entertainment, and promotion.
Engaging members through events that enhance their sense of community and belonging.
4. Organization and Time Management
Strong organizational skills to keep track of administrative tasks, events, and community activities.
Managing multiple projects or issues at once and ensuring deadlines are met.
Scheduling meetings, appointments, or events for the community management team.