General Summary of Responsibilities
- Assists the Condominium Manager in ensuring the day-to-day operations of the assigned condominium.
- Plan, Organize and Supervise a team of on-site contractors in carrying out planned and ad-hoc maintenance and their work routines.
- Conduct regular inspections of all common areas, building surrounding façade, etc. and institute remedial action including following up on outstanding works.
- Assist in budget forecast, preparation, attending meetings, preparation of materials necessary for the meetings and minutes of meetings.
- Handles renewal of term contracts and up-keeping of contractual records.
- Any other duties assigned to you by your superiors and the Management from time to time.
Maintenance
- Oversee the maintenance of all facilities, landscape areas and all M&E equipment, building fixtures and fittings.
- Defect list and fixing date of inspection and closing summary of defect list and appointment dates.
Customer Service/ Public Relation
- Creating and maintaining good rapport with Subsidiary Proprietors and other stakeholders.
Purchasing / Work Order
- Source, negotiate and follow up on purchase order with contractors on repair and replacement work to ensure work done according specifications.
Facility Booking
- Good knowledge of procedures and process to ensure a fair booking of facilities.
Complaint Management
- Resolve feedbacks effectively and professionally in the most amicable manner.
- Assist team members to resolve escalated complaints or conflicts.
Meetings
- Ensure all correspondences, statutory notifications and enquiries are promptly handled.
- Attend Council Meetings and Annual General Meetings.
- Prepares and submit meeting minutes within stipulated timeline.
Emergency Response
- In an emergency situation which occurs after office hours, ensure all concerned parties are contacted and recalled to attend and rectify / reset the fault quickly.
Event Management
- Plans and facilitate estate / building festive activities required by Management Councils
- Purchase and decorate estate within budget and in timely manner for various festive seasons.
Staff Management
- Day to day supervision of the technicians / service providers.
Insurance
- Assist to file and follow upon insurance claim for common area related incidents.
Contractor / Procurement Management
- Assist to source, invite and conduct fair tendering/purchasing process.
- Ensure all contractual terms are met with specific requirements.
- Term contract management and to prompt for renewal and new quotes with compliance to company’s SOP.
Financial Management
- Manage maintenance costs within budget
- Forecast impending costs and highlight to Condominium Manager and Management Council
Note: Some Job duties may vary depending on site requirements
