Facilities Operations Executive

The Facilities Operations Executive plays a key role in supporting the Asset and Property Management teams by ensuring efficient communication and service coordination with tenants, owners, and customers. This position is responsible for assisting with daily operational matters, handling various tenant-related requests, and providing consistent administrative support. The role also acts as a liaison between internal departments, particularly the Customer Happiness Centre, to help maintain high levels of customer satisfaction and operational excellence across managed properties.

Key Responsibilities :

• Coordinate with the Customer Happiness Centre to address and follow up on customer feedback, complaints, and service requests received through tickets or email.
• Draft and distribute notices, memos, and correspondence to tenants and stakeholders as required by the Asset Management team.
• Manage communication and documentation with tenants, owners, and external parties.
• Provide day-to-day customer support by responding to inquiries and ensuring service standards are met.
• Oversee the issuance of access cards in response to tenant requests.
• Handle processing and distribution of promotional materials, PRs, PO requests, and prepare related approvals and Arabic notices.
• Receive and direct calls routed from the Customer Happiness Centre, coordinating with the Facilities Management team for prompt resolution.
• Prepare and issue notifications to owners regarding the expiration of Defect Liability Periods (DLP).
• Support the operational needs of the office through administrative and clerical assistance to the Asset Management team.
• Perform additional tasks as directed by the Property Manager or assigned by management.
• Administer and follow up on insurance cases in coordination with insurance providers.
• Manage internal and external queries related to property management matters.
• Investigate and coordinate the resolution of resident and customer issues.
• Monitor and manage assigned car parking spaces and related communications.
• Oversee the issuance and tracking of Notices of Violation and related documentation.
• Utilize approved systems and tools effectively for day-to-day responsibilities.
• Ensure compliance with company policies, particularly those related to Health, Safety, and Environmental standards.
• Share weekly leasing availability updates with brokers.
• Coordinate the lease attestation process with tenants, RAKP, and local municipality authorities.
• Support compliance with community rules, lease agreements, and relevant policies among tenants and guests.
• Contribute to broader Asset Management activities, including leasing support and administrative coordination.

Qualifications :

• High School Diploma or Bachelor's degree or equivalent qualification.

Experience :

• Minimum 4–6 years of relevant experience in a similar operational or administrative role.
• Strong verbal and written communication skills
• Collaborative team player
• Problem-solving mindset
• Good organizational and analytical abilities
• Proficient in Microsoft Office and relevant business tools