Main Duties & Responsibilities Includes:
General Administrative Duties:
- Manage incoming calls, emails, and inquiries. This may involve directing calls to appropriate personnel, answering routine questions, and scheduling appointments.
- Create, maintain, and organize facility-related documents, such as maintenance logs, tenant records, and meeting minutes. Ensure these documents are accurate, up-to-date, and readily accessible.
- Manage calendars for facility managers and other staff, scheduling meetings, appointments, and facility inspections.
- If applicable, arrange travel and logistics for facility personnel, including booking flights, hotels, and car rentals.
- Be the first point of contact for external visitors and guests; providing good hospitality by escorting to meeting rooms and serving refreshments as part of receptionist duties.
- Support catering for special events and other meetings as required. Ensure meeting rooms are operating and well-organised.
- Oversight of all service contracts within office operations, such as photocopier, storage, sanitary, maintenance etc.
- Pantry and stationery management, including sourcing for options, costs management and ensuring supplies are sufficient.
- Manage/Support door access control system including registration for new hires.
- Mail distribution and arranging for courier services.
- Any ad-hoc works in relation to office operations.
Property Management Support:
- Assist procurement manager with issuing/processing work orders for maintenance requests, repairs, and other property/facility needs. This may involve collecting information, communicating with vendors, and tracking the progress of work orders.
- Facilitate communication between property/facility managers and vendors, assisting with scheduling appointments and following up on service requests.
- Assist with preparing reports on property/facility operations, such as maintenance costs. May also be responsible for data entry into property/facility management software systems.
- To maintain monthly records for utility charges incurred property/facility-wide.
Job Requirements
- Candidate must possess at least a diploma in business administration or equivalent
- At least 3 years of work experience preferably in real estate industry
- Team player, with a positive and pleasant personality
- Good verbal communication and negotiation skills
- Proficient in Microsoft Office (Word, Excel, PowerPoint)
