Purpose of the Position The Owners Association Manager overall is responsible for management of the Owners Associations (OA) in compliance with the Jointly Owned Property Law in place in the Emirate of Abu Dhabi. 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 OA.
The OA Manager reports directly to OA Director.
The OA Manager has OA Coordinators and OA Site Inspectors as direct reports.
The OA Manager will work closely internally with Khidmah departments like Finance and nominated Service Providers.
Key Responsibilities/ Accountabilities
Management of Owners Association (OA)
- Ensures full compliance with the Jointly Owned Property Law and Directions therein.
- Develops/Coordinates/Facilitates registration and formation of OA.
- Develops, manages, 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 OA Board Members and Homeowners/Residents.
- Caters to the secretarial and administrative requirements of the OA/OA Board Members (minutes of
meetings, reports, presentations, letters, notice etc.)
- Plans, organizes, manages and conducts Annual General Assemblies of homeowners in line with the
Association Constitution.
- Plans, organizes, manages, conducts or chairs OA Board Meetings for OA related businesses.
- Manages OA Financials, OA insurances and related claims execution.
- Manages OA's Common Areas and services therein (buildings, facilities, infrastructure, landscaping,soft and hard services)
- Manages contracts or agreements with all parties who conduct business or transact with the OA, as
may be applicable from time to time.
- Manages and ensures comprehensive records and systems are appropriately kept and filed (record
keeping in line with the Association Constitution).
- Manages Reviews and implements methods for regular communications or updates with members of the OA, residents etc.
- Liaises with government authorities on issues pertaining to the OA, as often or as required from time to time.
Management of OA Financials
- Prepares budgets for the community service fees in consultation with the management team or OA
Board.
- Presents budget to the OA Board and OA as may be applicable from time to time for approvals.
- Liaises with any relevant government office and seek approvals on the community service fees where
required.
- Manages the process for invoicing community service fees to all homeowners.
- Manages the community service fee collections process by continuously following up and
implementing strategies to ensure maximum collections.
- Manages the community 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 OA Board Members on shortfalls due to collections.
- Reviews incoming invoices and process the same for timely payments to respective parties.
- Reviews and suggests initiatives to increase community income and cost savings.
- Pursues recovery of outstanding community service fee from defaulting units.
- Prepares regular financial reports with the help of available team or otherwise.
Management of Vendors and Procurement
- Manages all vendors (contractors, suppliers, service providers etc.) who transact with the OA and
prepares or reviews Request for Proposals or procurement requirements for the OA.
- Reviews, negotiates and prepares reports on recommendation and analysis on the procurement
requirements.
Community/Building/Site Management
- Conducts regular inspections/audits of the assigned community and drive proactive resolutions to
ensure the standards are maintained at all times.
- Reviews service provider/contractor performance.
- Reviews work schedules, service level agreements, reports and scope of works to ensure the best of
standards are maintained at all times.
- Organizes regular meetings with service providers to drive overall site management.
- Advises Senior Management or OA Board on any non- conformance or non- performance of service
providers and recommend appropriate actions to be taken (proactive, reactive or corrective).
- Manages process to proactively update Senior Management or OA Board on any maintenance
requirements.
- Ensures all statutory requirements are fulfilled and up to date.
- Continuously reviews and resolves all health and safety issues.
- Manages crisis and emergencies at any/all times of incident and reporting the same to respective
authorities, whilst escalating the same through established policies and processes.
Customer Services
- Ensures timely customer communications to customer via established channels and recommend ways
to enhance the same.
- Resolves customer complaints and minimize issues escalated to Senior Management and OA Board
members.
- Develops community newsletters or updates on a monthly or quarterly basis.
Community Events
- Plans and organizes community events promoting the spirit, wellbeing and cohesiveness of the
community
- Organizes sponsorships to fund community events
- Develops communication methods to market the event and increase footfall.
- Prepares scheduled and ad-hoc reports for Senior Management and OA Board.
- Prepares presentations and analysis as may be required from time to time.
Team Management
- Supervises team activities to ensure required/expected standards are met.
- Identifies and recommends team's professional development.
- Conducts appraisals for team members
- Provide performance feedback to team members for continual improvement,
- Delegates work with clear instructions to team.
Skills Qualifications 1. Professional Community Management certification
2. 4 years on the same level of experience.
Skills 1. Ability to interact tactfully and effectively with customers.
2. Strong problem analysis, solving and research skills.
3. Ability to explain financials to committees.
4. Ability to convey message politely, tactfully and confidently in conflicts or challenging situations.
5. Ability to provide coaching, feedback and on the job training when needed. Ability to utilize available resources effectively.
Experience 1. 4 years on the same level of experience preferably in a medium to large organization.
Working Conditions 1. Executive office
Measurable Objectives
1. NA
Other:
This position profile covers the key responsibilities and expectations from the incumbent. However
responsibilities may change due to business requirements and it is expected that the employee will be flexible and carry out duties as may be reasonably assigned by line manager.
As a condition of employment, all employees are expected to carry out their duties within the guidelines prescribed by company policy, procedure and practice.
From time to time, employees will be required to attend meetings, briefings, and training sessions as required.
In addition, employees must adhere to all Khidmah health & safety policies, procedures, practices, and relevant legal and statutory health & safety requirements and obligations.
Job Details Job Location Abu Dhabi, United Arab Emirates
Company Industry
Facilities Management
Company Type
Employer (Private Sector)
Job Role Management
Employment Type
Full Time Employee
Monthly Salary Range
Unspecified
Number of Vacancies
Unspecified
Job Ref.
JB3828651
Preferred Candidate
Career Level
Mid Career
Years of Experience Min: 4
Residence Location
United Arab Emirates
Degree
Bachelor's degree / higher diploma
This job is posted in the following Specialties:
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Job Title Owners Association Manager
Company Name
People who applied to this job also applied to
Armada Retail Concept Al Kuwait, Kuwait
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