Office Manager (Family Office Admin)

Posted Date about 2 months ago
Location Dubai
Discipline Manufacturing & Production
Job Reference 30836
Salary 0.0
Our client is looking to hiring a dynamic Family Office Administrator (OM) for their family office based in Dubai.
 
  • Tasks and Duties:
    • Responsible for the coordination, administration, and communication. Execution of daily operational tasks and being the point of contact for all matters related to the smooth functioning of the family office. Point of contact for global service providers of the FO.
    • Liaises with accountants, real estate brokers, service providers and stakeholders effecting family-directed strategies and initiatives.
    • Organize quarterly performance presentations by all portfolio managers.
    • Ensures timely bill payments with clear accountability.
    • Creates family council meeting materials and minutes family council activities
    • Provides quarterly/ annual reports on revenues and expenditures to the FC.
    • Coordinates with legal advisors to seek advice, amendment of legal documents as directed by the FC, maintains an updated archive of legal documents pertaining to family governance and assets managed by the FO.
    • Plans meetings with FC members and stakeholders as and when required, informing members of meeting agendas.
    • Coordinates with accountants to receive financial statements (P&L, balance sheet and cash flow statement) and tax returns.
    • Liaises with relationship managers, setting up performance review meetings, and ensuring timely documentation support to the institutions.
    • Ensures letters of engagement are updated for global service providers and advises FC on any challenges.
    • Supports FO directly as the go-to person for all needs, including daily administration, calendar management, travel schedules, healthcare, project coordination, delivering presentations.
    • Provides administrative support on visas, passports, and other legal documents, ensuring renewals are done in a timely manner and family members are up do date on progress.
    • Conserves FO time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating communication.
    • Coordinates real estate refurbishment projects by capturing timelines and strategies and delivering progress updates.
    • Maintains an operating environment that is focused on ethical standards and the family’s core values
    • Coordinates negotiations of contracts and leases with tenants.
    • Collects market value information provided by real estate brokers and reports to the FC.
    • Oversees the day-to-day performance of the real estate portfolio
    • Maintains real estate leases, ensuring renewal dates are tracked and executed as per FC guidance.
    • Develops and implements timely preventative maintenance policies and procedures to maintain the properties and facilities in good working order.
    • Administers work order requests. Sets standards for response and dispatches maintenance staff and/or service contractors as appropriate. Communicate with tenants on status of repairs.
    • Coordinates the collection and deposit of tenant payment in conjunction with accounting. Tracks operating expenses and coordinates payment of real estate taxes and other property related expenses.
    • Maintains knowledge of all regulatory and safety requirements