- Manage multiple projects as assigned by the Chairman related to diverse lines of business, community, and personal interests with inter-related activities and relationships.
- Coordinates calendar, travel, meeting, and schedule arrangements for the Chairman, business partners, and customers. Includes initiating contact and securing appointments, equipment, and facilities as appropriate.
- Works closely with other team members to assure the Chairman's preparation for meetings, presentations or other engagements.
Administrative and functional activities include but are not limited to:
- Attending phone calls.
- Maintaining personal and business files.
- Corporate record keeping for multiple entities.
- Supporting marketing and strategic planning activities.
- Note taking & creating documentation.
- Filing, storage & retrieval of business and personal activities.
- Handles financial and accounting matters for the chairman with confidentiality.
- Prepares and sends business and private correspondence.
- Coordinates operations of Chairman's office including:
- Reception.
- Document preparation & control.
- Internal communications.
- General office maintenance to improve costs and effectiveness.
- Any other duties as assigned.
Properties:
- Selling/Purchasing (Individual-Company assets).
- Dealing with trust worthy, liable brokers and real estates.
- Review the market and finalize the price.
- Monitor the payment for purchased properties upon completion.
- Reviewing the contracts considering the legal issues and payment plans.
- Dealing with developers and Dubai land department.
- Documentation required for selling or purchasing the properties in order to submit to different organization.
- Dealing with account department for properties under company name. Statement of account, consolidations, etc…
- Attending owner association meetings and gathering in order to follow the new rules and regulation for owned properties.
Leasing and Marketing
- Review daily calendar and determine what planning is required for the day in terms of move-ins, move-outs and vendor activity.
- Schedule appointments for viewing the properties available for rent.
- Follow-up with prospective residents for renewal lease, payment in timely manner.
- Submit required paperwork to the Lease Administrator for Pre-Approval of Chairman or owner of properties.
- Notify applicant once they are approved and schedule the Lease signing and Joint Move-in Inspection in appointment book.
- Review Move-in paperwork with new resident
- Review lease expiration dates and utilize Re-Certification/Renewal Process Checklist to deliver notices, which allows adequate time to schedule an appointment with the resident to review and sign the new lease.
- Review leasing activity along with occupancy and make recommendations for specials, promotions and/or advertising that may be needed to generate leasing activity and increase the revenue.
Physical Property/Maintenance Related
- Review pending Service Requests and arrange necessary to complete the work.
- Coordinate with Maintenance to order supplies as needed to complete Make Readies and routine work orders.
- Walk and "sparkle" vacant units and make sure they are in "rent ready" condition..
- Complete "pre-inspections" for units that are on Notice to Vacate.
- Schedule all turnover functions, and check completed work to make sure the work is completed in a satisfactory manner. Follow-up with vendors as needed.
- Utilize system to check out individual unit key(s) to vendors and have them sign key log to document they have keys. (Master keys are not to be handed to any vendor or contractor).
- Schedule and complete joint move-out inspections and related paperwork to determine any charges that need to be assessed to the vacating resident and process move-out paperwork.
- Walk and drive the property multiple times per week to ensure positive appeal.
- Write Service Requests for maintenance repairs received from residents and/or others.
- Follow-up with a telephone call to the resident to make sure work was completed to their satisfaction.
- Coordinate and schedule Preventive Maintenance - prepare schedule, notify residents, assign to Maintenance companies and utilizing service request.
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