Rapporteur

Position Title: Rapporteur

Reports to: Asst. Manager / Senior Manager – Community Management

Division: Property Management

Department: Community Management

POSITION SUMMARY

The Owners Committee Rapporteur is appointed by the Management Company in compliance with the latest RERA Mollak circular. The role is responsible for facilitating the formation, registration, and administration of the Owners Committee through the Mollak system.

The Rapporteur acts as the official coordinator between the Management Company and the Owners Committee, ensuring timely invitations, meeting coordination, accurate documentation, and electronic registration of committee details and minutes in the Mollak system, without assuming any decision-making authority of the Owners Committee.

KEY RESPONSIBILITIES AND PERFORMANCE STANDARDS

Key Accountabilities

• Act as the officially appointed Owners Committee Rapporteur immediately upon issuance of the Owners Committee formation notice, in compliance with RERA and Mollak requirements.
• Coordinate directly with Owners Committee members for all procedural, administrative, and registration-related matters.
• Issue electronic invitations via the Mollak system to convene Owners Committee meetings, including the first meeting for the election of the Chairman and Vice Chairman.
• Attend Owners Committee meetings (physically or as required) to ensure proper documentation, transparency, and validity of meetings.
• Accurately record, prepare, and upload detailed minutes of meetings in the Mollak system, capturing discussions, resolutions, voting outcomes, and action items.
• Ensure that voting on committee resolutions is conducted through the Mollak system and properly recorded.
• Maintain and manage attendance records, delegate lists, and speakers’ lists for each meeting.
• Review, edit, and finalize meeting resolutions to ensure compliance with Mollak and RERA requirements prior to electronic submission.
• Complete, update, and maintain the Owners Committee registration and records in the Mollak system, ensuring accuracy and completeness at all times.
• Facilitate procedural follow-ups arising from committee meetings, without influencing or participating in decision-making.
• Act as the official, impartial point of contact between the Owners Committee, Management Company, and relevant authorities (where applicable).
• Maintain confidentiality, neutrality, and compliance, ensuring the legality, transparency, and accountability of Owners Committee governance.

KEY TECHNICAL SKILLS AND KNOWLEDGE

Proficiency Level

Mollak System

Owners Committee registration, meeting documentation, uploads

Intermediate–Advanced

RERA Regulations

Knowledge of Jointly Owned Property laws and circulars

Intermediate

Documentation & Minutes

Accurate preparation and recording of meeting minutes

Advanced

Coordination & Administration

Scheduling meetings, follow-ups, and compliance tracking

Advanced

MS Office

Word, Excel, email correspondence

Intermediate

COMMUNICATIONS & WORKING RELATIONSHIPS

Internal:

• Community Management Team
• Property Management
• Legal / Compliance (as required)

External:

• Owners Committee Members
• RERA / Mollak System Support (if required)

CONTEXT, WORK ENVIRONMENT & DECISION-MAKING AUTHORITY

• Office-based role with regular coordination meetings.
• The Rapporteur has no voting rights or decision-making authority within the Owners Committee.
• Responsible for procedural accuracy, compliance, and documentation only.

FINANCIAL RESPONSIBILITIES

• No direct financial authority or budget responsibility.

SELECTION CRITERIA

Essential

• Proficient in both Arabic and English (reading and writing).
• Must not be the individual responsible for managing the jointly owned property (e.g., Owners Affairs Manager, Facilities Manager, Finance Manager).
• Bachelor’s degree in Business Administration, Management, Engineering, or related field.
• Minimum 3–5 years of experience in community management, property management, or administrative roles.
• Strong organizational, documentation, and coordination skills.
• Valid UAE driving license.

Note:

This job description provides a broad indication of the role and responsibilities of the position. The position holder may be required to perform additional tasks and responsibilities not listed here, in line with organizational needs and changes in business priorities.