Admin Assistant

JOB FUNCTIONS AND RESPONSIBILITIES

§ Admin-related Paperwork

• To ensure all owners’ files are in order and up to date. All files to be properly indexed and visible to relevant parties concerned for review, etc.
• Assist the Building Manager in attending to complaints and to ensure all complaints are recorded in complaint forms.
• To keep an updated list and status of residents whether they are owners or tenants as well as their nationalities.
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§ Accounts-related Paperwork

• To ensure all owners’ accounts related files are in order and up to date. All files to be properly indexed and available to relevant parties concerned for review, etc.
• To prepare monthly billings on time which include service charges, water and utility charges, insurance, rental of common properties and all related charges.
• To follow up and collect all payments including service charges, water and utility charges, rental of common property and all other payments.
• Prepare the bank-in slip and cheques for banking purpose strictly adhering to and all payments SOPs must be strictly adhered to.
• Record the cheque issued or transfer amount in the monthly bank reconciliation book.
• To maintain an updated record of defaulters listing.
• To prepare daily, weekly and monthly report on amount collected.
• To send reminders for payment on a periodical basis based on agreed timeframe.
• To prepare all necessary documents for issuance of charges for all operational expenses of the building.
• Ensuring that all receivables and payables are correctly accounted for and preparing a comprehensive monthly statement of account for the owners’ perusal.