Administrative Assistant (KL)

Administrative Assistants (Administration & Office Support) Key Accountabilities and Responsibilities

1. Administrative Support - Building Maintenance and Management Provide efficient and organised administrative support to the PE / Supervisor on the day-to-day operation of the Property and set reminders to all staff / vendors of the duties and responsibilities to be carried out on routine inspection. Responsible for the general administration and recording of the management office, in relation to:
   • Purchase Order System
   • Charges, Sinking Fund, Utilities and other billings
   • Daily Collections Reporting
   • Electronic Payment Control System (ePCS) data entry and submission for expense claim
   • SPFM Apps and/or other web-based applications.
2. Communication with Resident / Tenant / Occupant Management Maintain good rapport with residents / tenants / occupants / other stakeholders of the Property via effective communication such as notices and official correspondences. Attend and distribute service requests and ensure updates upon completion / closure of the request. Perform Credit Control reminders and follow up calls to residents / tenants / occupants on outstanding charges / billings.
3. Service Vendor Management Liaise with service vendors for the scheduled services. Acknowledge receipt of all goods and services / service reports / attendance list. Monitor all services and maintenance contracts to be reviewed prior to due dates.
4. Procurement Management Liaise with registered vendors and obtain quotations for goods and services. Record the Purchase Requisition (PR) for goods and services to be purchased. Monitor the approval from the system and subsequently coordinate with the appointed vendors / suppliers for goods / services delivery.
5. Regulatory Compliance and Utility Payments Monitor and ensure that all statutory bills, utility charges, licences, insurance are paid before the due dates.
6. Meeting and Reporting Coordinate meetings, appointments and property related events with agendas. Record and file minutes of every meeting/appointment/event and follow up action, if required. Compile necessary reporting information for prompt submission of the weekly and monthly reports, schedules, task lists, presentations, etc. Submission of Tribunal Form 11 / 20 & Form 1.
7. Others Management Office reception and attend to all calls, emails, inquiries and correspondences related to the Property. Maintain up-to-date Building information, drawings and documentations, tenancy schedule, service agreement schedules, vendors / contractors’ workers listing and inventory listing are available at all times. Compliance with all the Standard Operating Procedures (SOPs) and the guidelines. Maintain and file the proper written records as evidence for any incident and action taken or to be taken. Other ad-hoc assignments as and when distributed from the PE / Supervisor.

Others reference Typical Building Services may include but not limited to: Security / Cleaning / Pest Control / Landscape / Waste Disposal / Sanitary / Ground Maintenance / Façade & Roof / Signage / Car Park / Common & Service Areas. Incidence Reporting / Complaints & Claims / Statutory Reporting / Provisions in Strata Titles Act and Strata Management Acts. Responsible for familiarising oneself with all Building Services, M&E Equipment, and Installations across all Properties as Systems may vary by Property. #J-18808-Ljbffr