Community Liaison

About the Role

This role supports the community management team by overseeing the Owners’ Associations (OA) operations in accordance with the relevant legislation governing Jointly Owned Property. The position involves site supervision, financial oversight, general management, and cultivating relationships with OA Board Members, Owners, Service Providers, Contractors, and all contributors to the community's management and operational activities. The Community Liaison reports to the Community Manager or Community Supervisor.

Key Responsibilities

• Perform regular community inspections to identify and resolve Health, Safety, and Environmental (HSE) concerns.
• Formally report issues to service providers using appropriate systems such as CAFM.
• Maintain and update a community action tracker, ensuring timely follow-up on outstanding items.
• Inspect third-party contractor work alongside Facilities Management (FM) and verify work completion before approval.
• Coordinate security operations by issuing violation notices and managing service requests related to the community.
• Conduct joint inspections with service providers to assess performance against evaluation criteria.
• Stay current on Facilities Management Contract deliverables and suggest operational improvements for efficiency.
• Prepare detailed reports on community operations and updates for management review.
• Assist in leading weekly meetings focusing on soft services operations.
• Draft formal correspondence to service providers and relevant stakeholders as necessary.
• Participate in emergency incident management and interface with clients when needed.
• Support daily building management ensuring asset integrity and quality are maintained and oversee execution of capital building improvements.
• Communicate regularly with owners and residents through multiple channels to resolve concerns, ensure compliance with community regulations, and disseminate important maintenance updates.
• Manage tenant databases and facilitate electronic communication portals for tenant updates.
• Assist in community event organization and participate in board meetings and Annual General Assemblies.
• Collaborate with Customer Care to arrange unit access for various projects.
• Review financial statements with management and contribute to service charge budgeting and cost-saving strategies.
• Administer service charge collections and maintain necessary documentation forms.
• Manage advertisement requests within the community and assist in tender preparations for goods and services.
• Liaise with Procurement and Finance departments to facilitate purchase orders and payments.
• Serve as the liaison between community operations and support departments including Procurement, HSE, and Finance, specifically during vendor registration.
• Assist with departmental budget preparations and support insurance claim processes including invoice preparation and reimbursement follow-ups.
• Maintain records such as property damage trackers and monitor insurance fund allocations.
• Prepare meeting minutes for Owners’ Union Board meetings and Annual General Assemblies and compile documentation for these meetings.
• Generate weekly and monthly operational reports integrating inputs from Facilities Management, Finance, and the OA.
• Support invoicing and payment coordination for various income sources, including rental contracts and advertising fees.
• Provide administrative, clerical, and secretarial assistance to the OA Management as needed.
• Handle invoicing, receipt issuance, and collection of service charges, coordinating closely with Finance and service providers.

Qualifications and Experience

• At least 1 year experience in a similar role within an OA or Property Management company, or 2 years in hotel front office roles preferred.
• Minimum 2 years' administrative experience within the UAE.
• Graduation or currently pursuing undergraduate studies.
• Basic certification in Community Management from a recognized institute is advantageous.

Skills and Competencies

• Strong verbal and written communication skills in English; Arabic fluency is preferred.
• Proficient in Microsoft Word, Excel, and PowerPoint.
• Excellent time management with a proactive and independent work approach.