Establish and maintain record system of all correspondence between owners, residents / occupiers and other relevant parties, and records.
Record and retain all required notices under legislation
Prepare, distribute and collect all correspondence and records related to the general assembly meeting which included but not limited to, items for discussion, nomination of board member, agenda, invitations, motions, minutes of meeting, etc.
Attend and record all meetings
Be the point of contact for owners as well occupants in regards to services, operation, complaints and maintenance of the Clusters/Community and attend routine written and oral communication.
Advise and assist owners and residents / occupiers in relation to the Community Rules
Prepare Association Meetings, including preparation of notices of General Meeting for the Owners Association, proxies, voting papers, budget information and reports;
distribute the General Meeting Agenda for the OA
Accept correspondence on behalf of the OA
Convene and run the Association meeting in absence of the Association Manager
Record and distribute Minutes of the General Meetings
Assist the Board with understanding its responsibilities and restrictions and provide advice as requested
Prepare and distribute notices of Board meetings
Convene and run Board meetings (every quarter one meeting) in absence of the Association Manager
Prepare, record and distribute minutes of board meetings
Carry out regular inspections of the Common Areas and common facilities and Owners Association Assets;
Advise the Owners Association Board in relation to any correspondence, reports, enquiries and complaints received relating to the Common Areas and the Owners Association assets and their management;
Keep itself fully appraised of the layout, construction, location, character, plan and operation of any lighting, irrigation, drainage, sewerage, power, communication, security and other systems and equipment installed on the Common Areas and common facilities, inform the Owners Association Board generally about their condition from time to time and recommend to the Owners Association any changes or modifications the Manager considers should be made.
Respond to customer complaints and feedbacks in a timely manner to ensure customer satisfaction.
