Administrative Functions:
· Ensure the overall office administrative is always kept in proper orderliness
· Advise the Corporation on all matters regarding the affairs of the Corporation and its property
· Implement all instructions, Bylaws and laws permitted under the requirements of the Corporation and its property
· Convene, attend, take minutes of the Council/Sub-committees, all general and extraordinary meetings of the Corporation
· Deal with all inquiries, complaints, correspondence relating to the administration of the corporation, its property, and subsidiary proprietors (Owners/Tenants)
· Engage with prior approval of and on behalf of the Corporation, contractors, solicitors, auditors, architects, engineers, and other professional services, necessary to carry works or duties on behalf of the Corporation for the upkeep of the company.
· Act on behalf of the Corporation and as directed by the Corporation with regards to any notice or order made by the public or statutory authority on matters pertaining to the Corporation and its property
Financial Functions
· Collect and recover on behalf of the Corporation all monies due to the Corporation and to take all necessary steps including legal proceedings to recover such sums as directed by or subject to the approval of the Corporation
· Ensure that payments are made on time to contractors for works done for the upkeep of the property and for statutory changes, license fees, professional fees, rent, insurance premium, taxes incurred by the Corporation
· Ensure proper records are maintained on monies received on and expended on behalf of the Corporation
· Prepare and submit an annual budget for the determination of expenses and to advise and recommend rates of contribution to the management fund and sinking fund or other collections for purposes upkeep of the property
· Ensure to submit a financial report to the Corporation on all contractual matters governing the property
· Review the cost-effectiveness of all service contracts and recommend or advise Council on the need of changes
· Review the utilities consumption and take timely actions to achieve savings or for recovery of overpayments
Management & Maintenance Functions
· Fully responsible for the day to day operation of the building / condominium
· Supervise and coordinate all maintenance and administrative staff assigned to the building / condominium.
· Carry out all maintenance functions to the highest standard expected for the client and the subsidiary proprietors.
· Leads a team or personnel of providing maintenance, finance, security, fire safety and car park management.
· Ensure all contract works/ routine servicing are carried out according as specified in their contract’s agreement.
· Review all contracts, agreements and insurance before their expiry and recommend renewal or call for quotation / tender.
· Co-ordinate councils meetings and general meetings
· Manage and properly maintain the property and keep it in a good state and operational condition and in accordance of all relevant legislation, standards and requirements governing the maintenance and management of buildings in Singapore including cautionary practices and according BMSMA
· Follow through current and outstanding estate matters including those arising from AGM/EOGM, Councils and Sub-committee's meetings as well as complaints/ feedbacks from planning to execution and monitoring until closure.
· Prepare estate work plans with guidance of Portfolio Manager for all approved project works, major events and tasks for the term ending upon conclusion of next AGM for executions.
· Assists the PO/PE/CE/CO to prepare specifications, call tenders, evaluate tenders and make recommendations to the Corporation
· Conduct regular inspections of the property to ensure that the property is properly maintained and serviced by staff and/or service providers
· Implement preventive maintenance programs to the property as approved by the corporation.
· Manage the site staff including their performance for the property, behavior and attitude to the best interest of the Corporation
· Maintain regular updates with PM/BUH on major matters, breakdowns, complaints, progress of project works, emergencies and liabilities’ issues
· Any other duties assigned by the supervisors
