ADMIN ASSISTANT

Administrative Function Receive incoming calls and emails; take messages; respond appropriately and route correspondence to the appropriate staff member. Receive clients, guests, and service providers at the office. Open and distribute incoming mails. Prepare and post outgoing mails. Assist residents with booking of estate facilities via phone, walk-in, or web portal and collect/handle payments and/or deposits. Issue application forms for resident’s move-in and move-out, renovation, access card, remote controls, etc., and prepare invoices and collect payments when necessary. Apply/open/lodge/transfer/renew estate’s accounts e.g. utilities, broadband, phone, bank account. Document Management Assist in compiling AGM/EOGM documents. Print, label, and envelope AGM/EOGM documents timely. Copy and file AGM/EOGM documents accordingly. Prepare and arrange documents for change of bank signatories. Update season parking and car park list and provide the list to estates accordingly. Maintain AGM Master List file to ensure the AGM/EOGM dates are accurately captured and make changes when necessary. Prepare, print, send out, and file circulars, letters, S47, etc. Payment and Invoice Management Keep track of deposits and return/release deposits when due. Ad-Hoc Duties Arrange with vendors for the collection of payment cheques. Assist to fold, post, distribute, and file billing statements. Any other duties assigned. Requirements: Diploma or above. Minimum 2 years’ experience as an Executive Administrative Assistant, Senior Executive Assistant, or in another secretarial position. Full knowledge of office management systems and procedures. Basic bookkeeping and math skills. Exemplary planning and time management skills. Organised and able to work independently. Strong interpersonal, organisational, and people management skills. Ability to stay calm and on-task in high-stress situations. Ability to multitask and prioritize daily workload. Discretion with personal and confidential information. Fluent in English. Excellent communication skills. #J-18808-Ljbffr