Total 8 executive assistant job vacancies in Singapore

Property Management and Maintenance

■ Manage and maintain the property and keep it in a state of safe, good and operational condition

■ Ensure compliance of all relevant legislations, standards and requirements governing the

maintenance and management of buildings in Singapore, including customary business practices

■ Implement and regulate all instructions, by-laws and laws permitted under the requirements of

BMSMA and House rules

■ Liaise, schedule, supervise and conduct routine inspections of the property, grounds, facilities and

equipment to ensure that the property is properly maintained and serviced by staff and/or

contractors

■ Prepare, implement and review checklist and preventive maintenance programmes for the property

■ Liaise with property developers, consultants, architects, contractors during TOP and POST TOP for

new developments

■ Respond to after office hour emergency calls, messages and emails and take appropriate actions

Requirements:

■ Diploma or above

■ At least 2 years of related working experience

■ Proven management experience within property management industry

■ Strong understanding on Running Management Corporations and the Building Maintenance & Strata Management Act

■ Experience in managing relationships with clients

■ Demonstrate strong ability to influence and negotiate

■ Strong interpersonal, organisational, people management skills

■ Passion for and experience in developing people

■ Fluent in English

■ Excellent communication skills

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

■ Exemplary planning and time management 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

In this role you will be responsible for the accounts department in handling Management Corporation’s financial accounts including maintaining the accuracy accounts while updating the accounts payable and receivable sub-ledgers.

Your job functions may not be limited to as set forth below.

Accounts Payable

■ Generate payment vouchers

■ Regular reimbursements review and petty cash management (if any)

■ Data entry of all payment vouchers, debit advice, invoices and journals.

■ Preparation of payments

■ Check and provide interest rates of fix deposits and foreign currencies to the property executives and MCST when needed.

■ Check system’s records and deal with contractors on outstanding invoices and payments

Accounts Receivable

■ Prepare monthly reports, including AR Aging status

■ Ensure posting of waiver of interest journal in a timely manner

■ Charge interest and generate recurring charges for quarterly billing

■ Verify, print and file journal entries

■ Generate Urgent Request / Demand Notice

■ Update VIL(AR) list

■ Liaise with property executives to collect Billing Statement from HQ for distribution

■ Prepare billing statements and update MCST’s stationery list for charge backs

■ Email electronic copy of the billing statements to respective units if any

■ Assist to prepare manual invoice for season parking

■ Assist to attend to SP’s queries regarding maintenance fee payment

Requirements:

■ Diploma in Accountancy or qualifications in professional accounting

■ Minimum 1-year relevant experience preferably in an outsourcing /services environment

■ Accounting and payroll software hands-on knowledge will be an added advantage - MYOB, Times Software, Xero etc)

■ Possesses good knowledge of FRS and GST

■ Audit experience would be advantageous

■ Ability to multi-task and work under pressure to meet deadlines

■ Excellent interpersonal and communication skill

■ Possess good business sense and ability to relate well with clients and fellow colleagues

■Proactive, analytical, committed and ability to take ownership

In this role you will be involved in the overall business of the company which includes the property management, accounting and administrative functions. 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.

Property Management and Maintenance

■ Manage and maintain the property and keep it in a state of safe, good and operational condition

■ Ensure compliance of all relevant legislations, standards and requirements governing the maintenance and management of buildings in Singapore, including customary business practices

■ Implement and regulate all instructions, by-laws and laws permitted under the requirements of BMSMA and House rules

■ Liaise, schedule, supervise and conduct routine inspections of the property, grounds, facilities and equipment to ensure that the property is properly maintained and serviced by staff and/or contractors

■ Prepare, implement and review checklist and preventive maintenance programmes for the property

■ Liaise with property developers, consultants, architects, contractors during TOP and POST TOP for new developments

■ Respond to after office hour emergency calls, messages and emails and take appropriate actions

Requirements:

■ Diploma or above

■ At least 1 year of related working experience

■ Proven management experience within property management industry

■ Strong understanding on Running Management Corporations and the Building Maintenance & Strata Management Act

■ Experience in managing relationships with clients

■ Demonstrate strong ability to influence and negotiate

■ Strong interpersonal, organisational, people management skills

■ Passion for and experience in developing people

■ Fluent in English & excellent communication skill

Your job functions may not be limited to as set forth below:

■ Responsible for full set of accounts, prepare monthly audit schedules and financial report.

■ Liaise with auditors and review of audit reports

■ Prepare and file quarterly GST returns and yearly Tax filing

■ Handle full spectrum of AP functions, including recording suppliers’ invoices and payments

■ Monthly closing of Accounts Receivable including generating billing invoices/statements and reminders

■ Provide assistance to other accounting areas as and when required

Requirements:

■ Candidate must possess at least Diploma in Accountancy or any equivalent accounting qualifications

■ Meticulous and great attention to details

■ Proficiency in Microsoft 365

■ Strong communication skills to interact effectively within the team and with other departments

Responsibilities:

The Administrative Assistant is a critical member of the support staff and provides personalized secretarial and organized administrative support to the organisation in a professional and timely manner.

In this role, you will be primarily involved in the overall secretarial and administrative support for the organisation and serve as the point of contact between the organisation and internal/external clients.

Administrative Function

■ Receive incoming calls and emails; take message; respond appropriately and route correspondence to the appropriate staff member.

■ Receive clients, guest and service providers at the office

■ Opening and distribution of incoming mails

■ Assist residents with booking of estate facilities via phone, walk-in or web portal and collect/handle payments and/or deposits

■ Issuing of application form for resident’s move –in and move-out, renovation, access card, remote controls etc and prepare invoice and collect payment when necessary

■ Applying/ opening/ lodging/transferring/renewing of estate’s account e.g. Utilities, broadband, phone, bank account.

Document Management

■ Assist in compiling AGM/EOGM documents

■ Print, label and envelope AGM/EOGM documents timely

■ Copy and file AGM/EOGM documents accordingly

■ Prepare and arrange documents for change of bank signatories

■ Update season parking and car park list and provide the list to estates accordingly

■ Maintain AGM Master List file to ensure the AGM/EOGM dates are accurately capture and make changes when necessary

■ Prepare and arrange documents for change of bank signatories

■ Prepare, print, send-out, filing of circular, letter, S47, etc

Payment and Invoice Management

■ Keep track of deposits and return/release deposits when due

Ad-Hoc Duties

■ Arrange with vendors for collection of payment cheques

■ Contact tenants/owner for payment of outstanding parking fees

■ Assist to fold, post, distribute and filing of billing statements

■ Any other duties assigned

Requirements:

■ Diploma or above

■ Minimum 2 years’ experience as an Executive Administrative Assistant, Senior Executive Assistant or in other secretarial position

■ Full knowledge of office management systems and procedures

■ Basic bookkeeping and math skills

■ Exemplary planning and time management 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

Your job functions may not be limited to as set forth below.

Accounting Function

■ Responsible for full set of accounting services, bank reconciliation, expenses claim and ad-hoc financial support activities

■ Monitor the day-to-day operations in accounting such as invoicing and other transactions

■ Maintain and review all financial and transaction records

■ Collating, preparing and interpreting reports, accounts, commentaries and financial statements

■ Liaise with auditors to ensure MCST accounts are properly maintained.

■ Ensure compliance with accounting standards, internal policies and procedures

■ Prepare monthly financial reports

■ Support the schedules for audit

■ Liaise and support property executives on matters relating to estate’s accounts, finance and budget

■ Support and be the adviser to property executives and operational staff to ensure accounting services are offered with appropriate, competitive terms and conditions.

■ As needed, provide guidance on accounting and financial matters to MCST, property executives or other operational staff, in best practices and procedures

■ Responsible for quarterly GST reconciliation and prepare schedules for filing

■ Tax filing

Accounts Payable

■ Generate payment vouchers

■ Regular reimbursements review and petty cash management (if any)

■ Data entry of all payment vouchers, debit advice, invoices and journals.

■ Preparation of payments

■ Check and provide interest rates of fix deposits and foreign currencies to the property executives and MCST when needed.

■ Check system’s records and deal with contractors on outstanding invoices and payments

Accounts Receivable

■ Prepare monthly reports, including AR Aging status

■ Ensure posting of waiver of interest journal in a timely manner

■ Charge interest and generate recurring charges for quarterly billing

■ Verify, print and file journal entries

■ Generate Urgent Request / Demand Notice

■ Update VIL(AR) list

■ Liaise with property executives to collect Billing Statement from HQ for distribution

■ Prepare billing statements and update MCST’s stationery list for charge backs

■ Email electronic copy of the billing statements to respective units if any

■ Assist to prepare manual invoice for season parking

■ Assist to attend to SP’s queries regarding maintenance fee payment

Administrative Function

■ Liaise with law firm for legal actions against SP

■ Set up system (GL/AP/AR) for new estate

■ Review draft audit report

■ Work with relevant parties to ensure proper handover/takeover of new/existing estate’s accounting and financial documents and records

■ Work with property executives and operational staff to ensure the timely return of payment folders

■ Maintenance of all physical and digital financial and accounting records

■ Catalogue all records, forms, statements and payments and control movement of such documents

■ Check and monitor incoming invoices and ensure proper signoff and supporting documents are acquired before payment is made

■ Provide critical coverage duties as and when the AR Executive is absent

■ Assist in answering incoming phone calls and directing caller to respective person in-charge

■ Any other duties assigned

Requirements:

■ Diploma in Accountancy or qualifications in professional accounting

■ Minimum 1-year relevant experience preferably in an outsourcing /services environment

■ Accounting and payroll software hands-on knowledge will be an added advantage - MYOB, Times Software, Xero, Qonerstone, etc)

■ Possesses good knowledge of FRS and GST

■ Audit experience would be advantageous

■ Ability to multi-task and work under pressure to meet deadlines

■ Excellent interpersonal and communication skill

■ Possess good business sense and ability to relate well with clients and fellow colleagues

■ Proactive, analytical, committed and ability to take ownership

In this role you will be involved in the overall business of the company which includes the property management, accounting and administrative functions. 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.

Property Management and Maintenance

■ Manage and maintain the property and keep it in a state of safe, good and operational condition

■ Ensure compliance of all relevant legislations, standards and requirements governing the maintenance and management of buildings in Singapore, including customary business practices

■ Implement and regulate all instructions, by-laws and laws permitted under the requirements of BMSMA and House rules

■ Liaise, schedule, supervise and conduct routine inspections of the property, grounds, facilities and equipment to ensure that the property is properly maintained and serviced by staff and/or contractors

■ Prepare, implement and review checklist and preventive maintenance programmes for the property

■ Liaise with property developers, consultants, architects, contractors during TOP and POST TOP for new developments

■ Respond to after office hour emergency calls, messages and emails and take appropriate actions

Business Planning and Management

■ Organise and plan day-to-day operations of site/s

■ Ensure the effective development and execution of site objectives

■ Maintain an up to date contract overview and evaluate renewals and/or new contracts and agreements and make recommendations prior to expiry and/or purchase of contracts

■ Liaise with council members as well as convene and attend Council Meetings, Annual General meetings and other types of meetings involved

■ Attend other site’s Annual General Meetings as directed by management

■ Engaged with prior approval of and on behalf of the management council, contractors, solicitors, auditors, surveyors, architects, engineers and other professional services, as it may deem desirable or necessary to carry out its duties

■ Participate in business development and corporate strategies where appropriate

Administrative Management

■ Solicit and analyse quotations from contractors for repairs, renovations and maintenance works

■ Prepare notices, documents 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 etc. and control the movement of such assets and documents

■ Prepare and submit reports and/or claims timely and accurately Relationship Management

■ Develop, manage and maintain strong and healthy relationships with clients, contractors, regulators, employees and organisation

■ Advise and provide guidance to council members and residents of all matters regarding the affairs of the estate and MCST

■ Deal with all inquiries, complaints, reports and correspondence relating to the administration of the Council, its property and subsidiary proprietors following management rules and regulations

■ Ensure the immediate resolution of operational issues and complaints

■ 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 all estates assigned

■ Be aware of industry trends and developments and the effect it might have on the estate as well as business

Continuous Improvement

■ Involve in project improvements and upgrading of the estate

■ Ensure the process of continuous improvement is in place

■ Ensure the effective implementation of the customer relations best practice plan

■ Create an environment of innovation and continuous improvement targeted toward improved service and increased efficiency

■ Request and coordinate resources in supporting the on-site operations

■ Ensure sharing of best practice across all sites

■ Support and participate in any corporate and business unit initiatives Financial Management

■ Prepare annual detailed budget for maintenance fee and sinking fund for the estate

■ Collect, demand and recover on behalf of the company and/or council all monies due, to take necessary steps including legal proceedings to recover such sums as directed by or subject to the approval of the company and/or council

■ Oversee requisitions for quotations to ensure proper cost control

■ Verify contractors and suppliers’ invoices with respect to their quotations and work completion before authorising invoices for payment

■ Initiate cost savings and generate value through implementation of new technology, sound economic and financial policies, keeping expenditure within budget

■ Be accountable for the overall financial performance of accounts against budget

■ Support and participate in any corporate finance initiatives

Requirements:

■ Diploma or above

■ At least 1 year of related working experience

■ Proven management experience within property management industry

■ Strong understanding on Running Management Corporations and the Building Maintenance & Strata Management Act

■ Experience in managing relationships with clients

■ Demonstrate strong ability to influence and negotiate

■ Strong interpersonal, organisational, people management skills

■ Passion for and experience in developing people

■ Fluent in English

■ Excellent communication skills