Reports To: Condominium Manager
Responsibilities: In this role you will be managing all administrative activities as well as providing property management support to the Condominium Manager. You will also be responsible for the development of strong client relationships as well as providing high standards of property management service at all times.
Administrative Functions
■ Manage and overall supervision of the areas of responsibilities
■ Answering and attending to calls, faxes, emails, bookings etc
■ Solicit and analyse quotations from contractors for repairs, renovations and maintenance works
■ Prepare notices, documents, reports and/or meeting minutes for Council Meetings, Annual General meetings and other types of meetings involved
■ Prepare circulars, notices, reminders and/or letter of awareness for residents or for notice display
■ Maintain proper documentations and inventories such as drawings, floor plans, equipment manuals, keys, reports etc. and control the movement of such assets and documents
■ Collection of payment/fees/deposits
■ Managing, tracking, accounting and controlling of petty cash
■ Prepare and submit reports and/or claims timely and accurately
■ Manage all correspondences, reports, service orders, filing, ordering of stationery etc.
■ Manage and liaise with residents on facilities booking of the estate
■ Banking of cheques and cash
■ Any other administrative duties assigned
Relationship Management
■ Develop, manage and maintain strong and healthy relationships with clients, contractors, regulators, employees and organisation
■ Inform and educate residents of the need to comply with house rules and by-laws to ensure harmonious condominium living
■ Develop a thorough knowledge of the estate assigned
Requirements:
■ N Levels or above
■ Minimum 1-year experience as an Administrative Assistant, Accounts Assistant or in other related position
■ Full knowledge of office management systems and procedures
■ Basic bookkeeping and math skills
■ Organised and able to work independently
■ Strong interpersonal, organisational, people management skills
■ Ability to stay calm and on-task in high-stress situations
■ Ability to multitask and prioritize daily workload
■ Discretion with personal and confidential information
■ Fluent in English
■ Excellent communication skills
