Job Function
Provide Operations and Admin support to the Property Management Team
Job Duties
- Assist day to day operations and tenant relations through the coordination of tenants requests and administration of maintenance services.
- Verify service providers’ attendance record including cleaning & security service. Impose liquidated damage on poor performance/absenteeism against service provider when necessary.
- Check to ensure work completion to satisfactory, correct payment sum & close tax invoice (together with service report, quotes, PO/POC) in IPS procurement system. Thereafter, circulate it to Property staff, HOD for verification, amendment, endorsement & submit to Finance.
- Monitor MOS job sheets daily. Inform property staff of any job sheets that are not closed. Raise billings to customers on chargeable ad-hoc work. Ensure all records are kept in place for audit check.
- Monitor contract periods of vendors. Assist in inviting quotations for contracts renewal and for ad-hoc works/repairs.
- Answer and route phone calls from tenants and contractors/vendors to the appropriate contact within the Property Management and/or despatch personnel based on immediate needs.
- Provide timely and accurate response to all queries and correspondences from internal and external entities to ensure smooth operations.
- Oversee the car park and access card system as administrator. Provide admin support to season parking payments, aircon extension, maintenance fees and access card, etc
- Verify, program & grant card access to user which is one of the key security management control in the property (if required).
- Check on monthly utility billing to tenants to ensure correct usage & revenue are received promptly.
- Provide admin support in office stationery, pantry supplies, prepare staff attendance and claims.
- Perform any other duties assigned.
