About the job
The Condominium Administration Executive [CAE] is responsible for the administration of condominiums within the Condominium Administration Department. They are entrusted with administering different condominiums from clients’ onboarding to handing-over stages. The CAE must ensure that all operations are conducted in accordance with the processes, procedures, and protocols set for the department. In this function, the CAE is responsible for ensuring total client satisfaction by offering the right required support within reasonable timeframes.
Nature & Scope
The CAE will report to the Condominium Administration Manager. They are expected to the overall delivery of Condominium Administration services offered to customers. They will report into Condominium Administration Meetings and are required to meet the assigned overall Operational KPIs at regular intervals. The role will liaise with colleagues across the company, Management Teams, Operational Teams, clients, external specialists, and other stakeholders as required, mainly with the Business Development and Customer Support Functions within the same section and the Maintenance and Finance departments of the company.
The CAE reports to the Condominium Administration Manager.
Core Duties
· Prepare and renew condominium administration contracts for the Company as needed
· Execute the onboarding and handing-over of clients ensuring a seamless transition
· Collect &/or hand over the required documentation from previous or new administrators
· Assist in the preparation and the formulation of condominium budgets
· Cross-collaborate with the Finance Team to ensure the updating of accounts of all blocks
· Cross-collaborate with the Finance Team to ensure the collection of all payments due
· Cross-collaborate with the Maintenance Team to ensure turnkey works and repairs are executed on time
· Organize meetings, AGMs, and EGMs as required
· Attend Condominiums Annual General Meetings [AGMs] and Extraordinary General Meetings [EGMs] as needed
· Document minutes taken at AGMs and EGM’s
· Deliver the execution of decisions taken during such meetings
· Prepare and upkeep Condominium Registers with the required documents as requested by law
· Compile and submit the relevant documents and applications to regulators and authorities in a timely manner
· Compose and process various documents, reports, and correspondence to clients, and suppliers, as needed
· Liaise with contracted suppliers, in-house & third-party, for repairs and maintenance when required
· Assist with the negotiations to onboard new customers
· Represent the company at trade fairs, events, and promotions as required
· Contribute to improvement initiatives, and act as an agent for change leading to the growth of the section
General Duties
· Take customer calls, answer e-mails and other messaging channels and provide them with the information required
· Follow-up on customer requests and ensure their full execution
· Take a log of clients’ feedback and complaints if any
· Promote the department’s product and services when required
· Assist in the preparation of hand-over documents
Core Strengths
· High attention to detail, organised, and excellent time management
· Strong communication skills, creative problem-solving, and with a can-do attitude
· Mature, accountable, and responsible
· Customer Support oriented
· Negotiation Skills
· Excellent presentation skills
Skills Required
· A minimum of 2 Years of experience is desirable but not essential
· Knowledge of Maltese Condominium Law is desirable
· Fluent English and knowledgeable Maltese
· Experience in condominium administration &/or property management
· A minimum of MQF Level 4 of education
· Computer and numerical literacy
· Proficient use of the Microsoft Office Suite
· Already living in Malta
Send your CV to julia.navarro@electrofixgroup.com