To review all incoming letters and ensure follow-up actions are taken especially on complaints.
To vet/prepare all outgoing correspondence and minutes of meetings.
To prepare weekly/monthly meeting documents.
To input daily utilities consumption and any relevant data needed to produce reports for immediate superior.
To organize social events & meetings.
Operational Matters
To review, and if necessary, recommend and implement changes to operations procedures.
To set and define standards required of non-maintenance matters, such as security guards and cleaners uniforms, management office, work place security, cleaners store, etc.
To review all areas regularly to determine whether cost - saving measures can be implemented without compromising on quality, durability or effectiveness.
To set up a monitoring system to track repairs and replacements for regular update/check and control for any excessive occurrence.
To monitor and detect any irregular utilities consumption and take appropriate actions when necessary.
To follow up on matters after meetings.
To review procedures on imposition of fines against contravention of House Rules by contractors or tenants.
To set up inspection schedules on defects, cleanliness and other term contract works.
To liaise with Property Executive (M&E) and tenants on matters related to M&E services.
To arrange for handling of emergency situations such as power failure, burst pipe, gas leaks etc.
To review and update House Rules & Site Supplement if necessary recommend.
To attend meetings with clients, term contractors or ay other meetings as assigned by the Immediate Superior and to record and put up minutes.
To prepare and submit all necessary documents to Building Construction Authority (BCA) or any relevant authorities as needed.
To keep updated records of all those warranties that are still in force.
To conduct daily checks to ensure that the common areas are maintained like cleaning, landscaping, etc.
To conduct regular inspections with the term contractors (cleaning, pest control, fire protection system, lift, etc) to ensure that the services are carried out / maintained to the standard set by the Management and or the authorities.
To conduct daily checks on common property whether or not maintained by a term contractor to ensure their soundness and proper maintenance.
To inspect/supervise/test plumbing fittings periodically to uncover any defects, by-pass timers and controls periodically to turn on lights to check for defective ones.
To propose / recommend improvement, repairs and upgrading works when appropriate and ensure that such are carried out properly when approved.
To monitor and furnish regular reports on any intrusions, irregularities or unsafe practices.
To set procedures and contact numbers of persons to be contacted for dealing with emergency situations such as burst pipe, fire, power failures, structural damage, etc.
Tenancy Management
Help coordinate tenant move-ins and move-outs.
Build positive relationships with co-workers, clients and tenants.
Respond to tenant needs and maintain positive relationships and high retention levels with all tenants.
Liaise with tenants on repairs and maintenance works
Energy Management
To monitor utilities consumption and take corrective measure if necessary for any irregularities.
To review and recommend for approval cost-saving or cost-effective measures to reduce consumption.
Emergency Situation
To lay down procedures and contract numbers of persons to be contacted for dealing with emergency situations such as pipe burst, fire, power failures, structural damage, etc.
To ensure the implementation and maintenance of the OMS system in accordance to establish organizational standard.
Reporting & Budgeting
Prepare accurate, timely and complete reports, including monthly performance reports and variance reports for review by senior management
Prepare annual budgets and quarterly reforecasts relating to the operating expenditure under your charge.
Manage all accounts payable for the property, including collection, routing and approval of invoices
Review and reconcile ground lease rent and common area maintenance (CAM) recovery charges as needed.
Respond to problems and concerns and ensures compliance with rules and regulations
