JOB DESCRIPTION / ROLE
To support and manage the designated portfolio of properties related to the clients.The candidate will have a strong background in administrative, accounting and customer service skills and experience with Strataware management software. An understanding of Law No. 27 of 2007 is an added benefit
Administrative
• Ensuring unit owner and occupant databases (telephone, mobile, email ID) are maintained and up to date
• Preparation and distribution of general notices on notice boards and electronic communication
• Preparation of Violation Notices as per Community Rules and required to follow-ups
• Maintaining notice registers
• Photocopying, scanning, faxing, mailing, and filing.
• Maintain hard copy and electronic filing system
• Management of unit access cards and database
• Management of folders, forms, keys, office supplies.
• Maintain key registers including unit details, contractor details, building details, insurance, contracts register etc.
• Documenting minutes of meeting for a general assembly
• Preparation of No Objection Certificates for transfer of a unit
• Preparation of No Objection Certificate for Move In/Move Out
Accounts
• Understands the requirement and importance of the service charge budget
• Manage the client's accounts receivables including processing unit owner cheques, cash or bank transfers in Strataware
• Preparation of cheque deposit summary in excel for deposit of service charge cheques
• Photocopying, scanning and filing cheque copies
• Reconciling accounts receivables with client bank statement and Strataware
• Providing receipts to unit owners by email or hard copy as required
• Coordination of purchase orders with Finance department and suppliers
• Coordinating with service providers as per manager request
• Maintain excel or software databases for unit financial accounts and unit address details
• Manage Post Dated Cheques, cash and petty cash in the safe box
Customer Service
• Acting as the first point of contact with unit owners and tenants
• Liaising with Board Members for approvals, signatures and RERA board member application registration
• Attending to requests from owners and/or tenants from walk-ins
• Replying to all emails received in community email ID
• Escalates requests to Associations Manager or Directors as and when required
• Attending to requests from Board Members
• Answering telephone from residents or service providers
• Delivers messages to appropriate persons or staff.
REQUIREMENTS
• Excellent communication and writing skills
• Strataware software experience
• Proficient in MS Word & Excel
• Good understanding of Accounting & Finance
• Team player
• Very organized
• Detail oriented
• At least 3 years of experience as a community administrator
• Presentable
• Driver’s license and car
• Ability to work under pressure
• Rapid learning skills
• Effective management skills
• Multi-tasking skills
• Be flexible with working hours
• Willingness to share knowledge in order to assist and help colleagues help themselves
• Ability to work under pressure
• Rapid learning skills with a flexible, positive “can-do” attitude
• High level of confidence
• Bachelor Degree in Business Administration or Accounting
• Applicable Training Certificates
ABOUT THE COMPANY
Mace is an international consultancy and construction company that has delivered world class projects since 1990. Today we employ over 6,000 people across five global hubs in Europe, Middle East North Africa and India, North America, Asia Pacific and Sub-Saharan Africa.
Four simple values guide our behaviour in our pursuit of a better way; Safety first - going home safe and well, Client focus - deliver on our promise, Create opportunity - for our people to excel, Integrity - always doing the right thing. We aim to attract the best and brightest people, whatever their background, to bring new perspectives to some of the most complex and inspiring projects around the world.
We support our people who are aiming to achieve an academic or professional qualification that will help them develop personally and deliver to the highest standard for our clients. At Mace you can deepen your knowledge, expand your skills and define your own path.
