Duties
You are required to manage a portfolio of the assigned property, ensuring proper upkeep of engineering, and building systems, managing and overseeing the performance of service providers, supervising arrears management processes and managing budgets versus expenses, handling residents/users feedback and ensuring good delivery of service to the Management Corporation and its Council.
Job Responsibilities
· To conduct site meetings, direct and coordinate with site staff to keep abreast of all issues ensuring the highest level of esprit de corps and teamwork is maintained at all times.
· To regulate and control the use of common properties and facilities of portfolio of sites.
· To plan, implement and review Management Corporation’s decisions and policies encompassing both routine and cyclical maintenance.
· To control estate cleaning, security, landscaping, building maintenance and contractors and provide necessary certification of completed works undertaken by contractors and make recommendations for approval of payment thereof.
· To prepare and implement planned maintenance program for the suitable maintenance, improvements, additions and alternations and repairs to the common properties.
· To carry out regular inspections of the common properties in the buildings to ensure that they are in satisfactory and serviceable condition and to properly maintain to the standards required by the relevant authorities and the Management Corporation.
· To advise the Management Corporation and administer the functions and affairs of Management Corporation in compliance with the Building Maintenance and Strata Management Act (BMSMA).
· To provide innovative and practical ideas including on-going review of work method, cultivation of corporate objectives, staff training, knowledge enhancement, contract specification, to meet needs of Management Corporation and subsidiary proprietors.
· To establish rapport with Management Corporation’s members and subsidiary proprietors/ residents and all staff and contractors of the building.
· To liaise and coordinate with relevant government bodies, managing agent and legal advisers, to enhance effectiveness of Management Corporation to achieve successful completion of Management Corporation’s projects.
· To co-ordinate the management of renovation works of SPs and residents or tenants of the estate.
· To recommend improvement works to the property to enhance its image and prestige.
· To prepare competitive tendering to ensure purchases and service contracts are on competitive terms and analyze tenders for recommendation to Management Corporation.
· To ensure all insurance policies such as Fire, Public Liability, Plate Glass and error and omissions for the condominium are covered at all times and to effect insurance claims for any damage to common property, when necessary.
· To enforce and ensure compliance of By-laws, house rules and government regulations by all subsidiary proprietors, tenants and residents of the estate.
· To ensure smooth issuance and handling of security passes, carpark labels, collection of administrative fees/renovation fees, etc.
· To plan and organize activities held on selected festivities and events for the estate.
Administrative
· To organize monthly Council meeting and/or various sub-committee meetings.
· To prepare minutes, agenda, and other documents for General & Council meeting and/or various sub committee meetings.
· To organize, co-ordinate and conduct Annual General Meetings, ensure proper documentation, e-lodgement and minuting are prepared, submitted and completed.
· To attend to all correspondence and inquiries relating to common property on behalf of the Management Corporation. Advise and propose the necessary remedial actions required.
· To ensure confidentiality of sensitive documents.
· To manage and maintain proper and updated records of all files, correspondences, documents and materials pertaining to Management Corporation matters and to maintain and update the register of subsidiary proprietors and residents’ particulars.
· To ensure proper recording of all site-staff matters, including attendances and Saturday-off privileges, urgent day-offs, annual leave, update of personal particulars, etc.
Adoption & Implementation of Technology
· Be familiar with technology the company adopts and implements in headquarter and on sites.
· Provide support to site staff including IT support and familiarization of Company IT platforms.
· Ensure timely back up of all information in relevant IT systems pertaining to the Management Corporation.
