Community Manager Assistant
Novus Community Management
Total years of experience :13 years, 6 Months
• Providing secretarial support to the senior community managers by encoding correspondences, reports & documents, proposals, invoices, screening of incoming calls and visitors, setting meetings with various departments, clients etc.
• Organizing and preparing all documentations for board meetings, committees and annual general assembly (AGAs).
• Ensuring all meeting notices, agendas, supporting documentation and minutes are prepared and issued within the timeframe.
• Management of calendar and scheduling of appointments
• Investigating and conducting extensive research for the preparation of comprehensive reports for the Senior Community Manager and Owner Associations.
• Respond to all customer inquiries and complaints and conduct collection activity on active and inactive accounts.
• Maintaining an accurate and systematic filing system ensuring that all relevant documentations are on file as per RERA.
• Consistently met and exceeded goals and objectives in service charge collection and providing excellent customer service.
• Review the performance of our service providers and contractors. (Emrill, Imdaad)
• Conducting any communication with developers, Landlords, Tenants and employees in a professional and courteous manner.
• Assist in preparing the annual budget for the service charge in accordance to the Owners Association Board.
• Maintaining Petty Cash accounts by verifying authenticity of claims; ensuring figures are accurately recorded.
• Preparing and issuing LOIs and Purchase Orders (LPOs) for payments.
• Managing inventory of office supplies - business cards, envelopes, letterheads and stationery. Ensuring supplies are reviewed regularly and adequately stocked in the store to meet the requirements.
• Managing and maintaining the office budget.
• Managing all courier pickup and delivery for the company, preparing the statement end of every month and submitting it to the Finance Department.
• Inform job applicants of duties and responsibilities, compensation, benefits, schedules, working conditions, or promotion opportunities.
• HR office Administration, keeping employee file in accurate manner.
• Screening and replying of Incoming emails.
• Schedule appointments and maintains calendar for the Director of Human Resources.
• Arrangement of meetings, Preparation of Presentations, Taking Minutes
• Organization of travel arrangements.
• Interpret and explain human resources policies, procedures, laws, standards, or regulations.
• Employee Orientation, Development and Training.
• Managing performance appraisal and probationary review.
• Prepare or maintain employment records related to events such as hiring, termination, leaves, transfers, or promotions, using human resources management system software.
• Maintain and update human resources documents, such as organizational charts, employee handbooks or directories, or performance evaluation forms.
• Managing and tracking movement reports, KPI and submitting them to Director of Human Resources
• Prepare HR Report (Master List, Turnover Report, Monthly leavers report to be submitted to the Head office monthly).
• Plan monthly employee activities.
Multiple bank reconciliations and record keeping.
Responsible for debt collection from local and international clients.
Self correspondence with banks and debtors through faxes, letters, email and phone.
Assist in financial management and analysis, as requested.
Assist in the month end closing and financial reporting process including account analysis and reconciliation.
Prepare daily income/sales and daily journal entry.
Compiling and sorting documents, such as: invoices, work orders, cheques, vouchers, and substantiating business transactions.
Compiling monthly reports.
Preparing vouchers, invoices, cheques, account statements, reports, general ledger accounts with various registers and balance sheets; reconciling bank statements.
Monitoring loans, accounts payable and receivables to ensure that payments are up to date.
Utilize computerized accounting software programmes (Excel, Word) to perform duties and responsibilities.
Self correspondence; Preparing faxes, letters, memos, maintaining Log Book and registering incoming/outgoing correspondences, organizing and maintaining efficient filing system, maintain office supply inventory.
Answering telephone calls, taking messages and transferring calls to the appropriate persons, open, sort, distribute mail, compose routine correspondences.
Provide general administrative assistance to all the Executives ensuring the smooth functioning of the office.
Make travel arrangements, secure and arrange for entire setting up of meetings.
Taking notes, securing and arranging meeting rooms for presentations and other outside meetings.
Maintaining a high standard of confidentiality.
Setting up and maintaining a high standard filing system.
• Preparing Balance Sheet & Profit & Loss A/c in Excel Sheet.
• Entering data on Tally (Receipts, Purchases, Sales, etc..)
• Paying VAT Challans & Manual calculations of VAT on sheets.
• Quarterly filings of Sales Tax Returns & Income Tax Returns.
• Bank Reconciliations.
• Entering Payment slips, Bank deposit slips, etc..