Job Responsibilities :
- Fully responsible for the day to day operation of the Building
- Supervise and coordinate all maintenance and administrative staff assigned to the Estate
- Carry out all maintenance functions to the highest standard expected for the client and the subsidiary proprietors.
- Effective management of the recreation facilities, common areas including all M&E plants, fixtures and fittings.
- Effective Maintenance Fund collection.
- Effective preventive maintenance programs to avoid large expensive repairs.
- Competitive tendering to ensure purchases and service contracts are on competitive terms.
- Filing of insurance claims for any damages to common property.
- Controlling expenses.
- Recommending a sound budget for each year to determine the amounts to be collected for the Maintenance Fund and Sinking Fund.
- Ensuring compliance with warranties, guaranties and defect liabilities.
- Ensuring high level of security, cleanliness and housekeeping.
- Covenant enforcement:
- Ensuring proper co-ordination/management of renovation works.
- Effective management of surplus funds through’ fixed deposits.
- Ensuring all insurance policies are renewed on time.
- Ensuring all correspondence, statutory notifications and enquiries are promptly handled.
- Ensuring effective control over all licensed contractors appointed to service the estate.
- Keeping proper records of and attending all complaints, queries and suggestions made by the subsidiary proprietors/residents and to establish and maintain good relationship at all times.
- Leads a team of personnel of providing maintenance, finance, security and fire safety.
- Plan, implement, co-ordinate and control the various functions related to the above management aspects.
- Co-ordinate council meetings and general meetings.
- Prepare Minutes of Council Meetings.
- Ensure that members of the staff do not conduct himself or herself in a way which might bring the Management Corporation into disrepute.
- Ensure that no member of staff take personal advantage of privileged information obtained in the course of business.
- Ensure all contract works/ routine servicing are carried out accordingly as specified in their contracts agreement.
- Ensure that all orders and instructions issued by the Council either verbally or in writing are carried out promptly and efficiently.
- Plan and carry out preventive building maintenance works for common facilities and properties.
- Ensure all tenants’ complaints are attended to promptly and efficiently.
- Place orders for building maintenance materials and to keep track of its issuance as and when required.
- 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.
- Plan duty roster, affecting replacement and covering of duties for all site staff.
- Day to day supervision of the site management staff.
- Oversee the security of the building and keep tenants informed of the emergency procedure.
- On site co-ordination of all plant and equipment maintenance by contractors.
- Maintenance of cleaning standards.
- Oversees the administration maintenance contracts.
- Ensures all purchase / works orders issued are in order and within the budget allocated.
- Guide and supervise the property officer in the carrying out of all his duties.
- Prepare all tender documents, agreements, contracts and other legal documents.
- Review of property for insurance purpose and recommend sum insured for the various policies.
- Review all contracts, agreements and insurance 2 months before their expiry and recommend renewal or call for quotation/ tender.
- Attend council Meetings and Annual General Meetings.
- Advise Council if expenditure is within the budget approved at General Meetings / Monthly financial accounts / revision monthly statement.
- Recommend appropriate actions to be taken against defaulters with assistance from solicitors.
Job Requirements :
- Min 2 years of supervisory experience
- Physically fit and able to take physical requirement on the daily operation activities
- Good communication and interpersonal skills to solve issues when they arise
