Officer, Soft Services Administration and Logistics

Reports to: Senior Director of Soft Services 

Purpose: This position is responsible for assisting the senior director in the administrative and secretarial work pertaining to the Soft Services' operations. The job holder will assist the senior director in the planning, organizing, managing, and coordinating the functions of the department. The job holder also manages the housing apartments rent collection from tenants, designing and implementing office policies, and establishing procedures and updating the office manual and websites.

Principal Accountabilities:

• Apply and follow up on the negotiated terms in the rental contract of the housing apartments
• Coordinate the contracts renewal and termination for the AUC Housing apartments in Maddi and Zamalek
• Ensure the execution of the terms in the rental agreements
• Act as the focal point of communication to the housing tenants:
• Respond to their inquiries on the apartments
• Assign them to the best fitting apartment to their needs
• Coordinate any change in the assigned apartments or the current tenants as requested
• Maintain and update the apartments waiting lists
• Review all notices to vacate the AUC Housing apartments to determine the cause of the move-out and ensure every attempt is made to save a potential move-out
• Billing tenants, collecting rent, and ensuring optimal cash flow by setting a firm date for rent collection and minimize rental arrears
• Maintain database with tenants’ information lists, payroll deductions list and new arrivals, moving and departing tenants lists and sending them to the designated parties
• Provide real estate with monthly rent collection reconciliation
• Preparing general correspondence, memos and emails
• Designing and updating the office website
• Update the online housing manual with any changes to inform the tenants about their rights and obligations
• Approve the tenant’s clearance form (inventory, utilities and rent)
• Prepare the budget matrix
• Prepare Housing forecast with coordination with the housing manager and monitor revenue and expenses
• Create surveys, presentations, brochures as requested
• Announce and implement the office policies, establish procedures accordingly and communicate changes in the policies and procedures
• Responsible for the annual update of the Office Planning and Assessment Software (Compliance-Assist)
• Conducting risk assessments to define and analyze possible risks in the soft services offices
• Prepare required statistics and reports to facilitate decision-making process
• Follow up on the strategic initiatives as assigned by the senior director
• Act as a liaison between the Human Resources department and the soft services offices
• Supervise the organization of special events within the soft services departments
• Maintain and update the senior director’s calendar and meetings
• Prepare requisitions for the office and stationary control and follow up on the maintenance of the office equipment
• Ensure the update of the filing systems
• Assist in the soft services unit training as requested
• Recommend adjustments to the senior director for more effective and organized operations
• Perform other related duties as required

Requirements:

Minimum Education Requirement:  

• University degree is required

Experience:

• Minimum of eight years of administrative experience
• Basic knowledge of web design is preferred

Skills :

• Excellent command of English and Arabic language
• Excellent knowledge of computers and computer software (word processors, spreadsheets, databases)
• Organized and able to prioritize work
• Able to work without close supervision
• Excellent knowledge of office management operations, applications of SAP
• Excellent communication and interpersonal skills with high patience level
• Excellent analytical and reporting skills
• Possess and display basic traits of honesty, integrity, loyalty, confidentiality

The position is open until January 27, 2021

Placement is based on the candidate’s experience and skills. Only candidates who make it to the short list will be contacted.

“We thank all individuals who have expressed interest in working at The American University in Cairo.”