Responsibilities:
The Administrative Assistant is a critical member of the support staff and provides personalized secretarial and organized administrative support to the organisation in a professional and timely manner.
In this role, you will be primarily involved in the overall secretarial and administrative support for the organisation and serve as the point of contact between the organisation and internal/external clients.
Administrative Function
■ Receive incoming calls and emails; take message; respond appropriately and route correspondence to the appropriate staff member.
■ Receive clients, guest and service providers at the office
■ Opening and distribution of incoming mails
■ Assist residents with booking of estate facilities via phone, walk-in or web portal and collect/handle payments and/or deposits
■ Issuing of application form for resident’s move –in and move-out, renovation, access card, remote controls etc and prepare invoice and collect payment when necessary
■ Applying/ opening/ lodging/transferring/renewing of estate’s account 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 capture and make changes when necessary
■ Prepare and arrange documents for change of bank signatories
■ Prepare, print, send-out, filing of circular, letter, S47, etc
Payment and Invoice Management
■ Keep track of deposits and return/release deposits when due
Ad-Hoc Duties
■ Arrange with vendors for collection of payment cheques
■ Contact tenants/owner for payment of outstanding parking fees
■ Assist to fold, post, distribute and filing of billing statements
■ Any other duties assigned
Requirements:
■ Diploma or above
■ Minimum 2 years’ experience as an Executive Administrative Assistant, Senior Executive Assistant or in other 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, 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
