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
■ Preparing and posting of outgoing 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
■ 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
