Property Operations Executive

Job Summary: The Property Operations Executive Assistant provides administrative support to the Property Operations team, ensuring the efficient and effective management of property-related functions. The role involves coordinating day-to-day operations, assisting with tenant relations, managing schedules, and ensuring that property management tasks are completed in a timely and professional manner. Key Responsibilities: 1. Administrative Support: - Assist the Property Manager in managing day-to-day operations of the property. - Handle correspondence, emails, and phone calls related to property management. - Prepare reports, presentations, and documentation related to property performance and operational matters. - Schedule meetings, appointments, and property inspections. 2. Tenant Relations: - Serve as a point of contact for tenants, addressing inquiries and providing assistance as needed. - Assist with lease administration, including tenant renewals and changes. - Ensure smooth communication between tenants, contractors, and lease management team. 3. Operational Coordination: - Support the execution of operational tasks such as property inspections, maintenance scheduling, and vendor coordination. - Track and follow up on service requests, ensuring they are completed on time and to the required standards. - Monitor budgets and expenses related to property operations, ensuring costs are in line with allocated budgets. 4. Document Management: - Maintain organized records of property files, maintenance logs, vendor agreements, and lease contracts. - Ensure that all documentation is up to date and complies with relevant regulations and standards. 5. Reporting & Analysis: - Assist in preparing operational and financial reports, highlighting any potential issues or improvements. - Track performance metrics related to property operations, including occupancy rates, maintenance issues, and vendor performance. 6. Event & Meeting Coordination: - Organize and coordinate property-related meetings, events, and workshops for tenants, vendors, and internal teams. - Prepare materials and ensure meetings are well-organized and run efficiently. 7. Health & Safety, Security Compliance: - Assist in ensuring that all health and safety & Security standards are maintained across the property. - Support audits and inspections, ensuring compliance with property laws and regulations. 8. Additional Responsibilities: - Assist with special projects and other ad hoc tasks as needed by the Property Operations team. - Provide support to the property management team with troubleshooting issues and emergency situations. Qualification: 1. Education: Bachelor’s degree or equivalent in Business Administration, Property Management, or a related field. 2. Experience: experience in property management, facilities management, or administrative support role (preferred). 3. Skills: - Strong organizational and time-management skills. - Excellent communication and interpersonal skills. - Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint). - Ability to handle multiple tasks and work in a fast-paced environment. - Familiarity with property management software is a plus. - Knowledge of property regulations and standards (preferred). 4. Personal Qualities: - Detail-oriented, proactive, and resourceful. - Strong problem-solving abilities. - Ability to work independently and as part of a team. - Customer-service oriented with a professional and approachable demeanor