FM Manager/Property Manager/Owners Association Manager

Job description / Role

• Review the proposals from FM companies as per the agreement and budget, approve the POs
• Follow up with FM companies for the work progress
• Response to the customer complaints
• Monthly meeting with service providers
• Review monthly report and KPI
• Submit quarterly reports for All buildings to ARRA
• Follow up with collection departments for service charge
• Follow up with collection departments for legal cases
• Response to ARRA (Land Department Ajman) emails
• Prepare Tender documents
• Tender evaluation
• Prepare service contracts
• Prepare budget documents
• Attend meetings with Meralis for budget review
• Attend meetings with Owners committee
• Attend meetings with ARRA
• Follow up with ARRA for release the pending payments to service providers
• Site visit for all buildings to monitor the quality of services
• Response to ARRA requirements for building registration (building under construction)
• Submit progress reports for building under construction to ARRA (Land Department Ajman)

Position Overview:
The Facilities Manager plays a vital role in overseeing and managing the maintenance, operations, and improvement of facilities within a Home Owners Association (HOA) in the United Arab Emirates (UAE). This role requires a deep understanding of property management, facility maintenance, vendor management, and community engagement.

Key Responsibilities:

Property Maintenance:
• Develop and implement maintenance schedules for all common areas, facilities, and equipment within the HOA.
• Conduct regular inspections to identify maintenance needs and ensure compliance with quality standards.
• Coordinate repairs, renovations, and upgrades as necessary, ensuring timely completion and cost-effectiveness.

Vendor Management:
• Identify, evaluate, and select qualified vendors and contractors for various maintenance and service needs.
• Negotiate contracts, terms, and pricing with vendors to ensure optimal service delivery within budgetary constraints.
• Supervise vendor performance, addressing any issues or concerns promptly.

Budgeting and Financial Management:
• Prepare and manage the annual budget for facilities maintenance and operational expenses.
• Monitor expenses, track costs, and implement cost-saving measures where possible.
• Provide regular financial reports and updates to the HOA board and stakeholders.

Community Relations:
• Serve as a liaison between the HOA board, residents, and external stakeholders regarding facility-related matters.
• Address resident inquiries, concerns, and feedback regarding facilities promptly and professionally.
• Organize community events and initiatives to foster a sense of belonging and engagement among residents.

Compliance and Regulatory Management:
• Ensure compliance with local regulations, building codes, and safety standards for all facilities and common areas.
• Keep abreast of regulatory changes and updates affecting property management and facilities maintenance.
• Implement measures to mitigate risks and maintain a safe environment for residents and visitors.

Emergency Response and Crisis Management:
• Develop and implement emergency response plans and procedures to address various scenarios, including natural disasters and security threats.
• Coordinate with relevant authorities, emergency services, and community members during crisis situations.
• Conduct drills and training sessions to prepare staff and residents for emergency situations.

Salary:
AED 15,000 per month inclusive of fixed allowances.

Requirements

Qualifications and Skills:
• Bachelor's degree in Facility Management, Property Management, Business Administration, or a related field.
• Proven experience in facilities management, property management, or a similar role, preferably within a residential community or HOA setting.
• Strong knowledge of building systems, maintenance protocols, and regulatory requirements in the UAE.
• Excellent communication, negotiation, and interpersonal skills.
• Proficiency in budgeting, financial management, and contract negotiation.
• Ability to multitask, prioritize tasks, and work effectively under pressure.
• Familiarity with relevant software and tools for facility management and reporting.
• Certification in Facility Management or Property Management is desirable.

About the Company

A leading real estate company in Ajman.