Administration
·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.
