Administrative Assistant (Sunway Velocity)

Description

Key Accountabilities and Responsibilities Key areas as required (but not limited to) in meeting the property management requirements: Administrative Support - Building Maintenance and Management o To provide efficient and organised administrative support to the PE / Supervisor on the day-to-day operation of the Property and setting reminder to all staff / vendors of the duties and responsibilities to be carried out on routine inspection. o Responsible for the general administration and recording of the management office, in relation to: Purchase Order System Charges, Sinking Fund, Utilities and other billings Daily Collections Reporting Electronic Payment Control System (ePCS) data entry and submission for expense claim SPFM Apps and/or other web-based applications. Communication with Resident / Tenant / Occupant Management o Maintain good rapport with residents / tenants / occupants / other stakeholders of the Property via effective communication such as notices and official correspondences. o To attend and distribute service requests and ensure update upon completion / closure of the request. o To perform Credit Control reminders, follow up calls to residents / tenants / occupants on outstanding charges / billings. Service Vendor Management o To liaise with service vendors for the scheduled services. o To acknowledge receipt of all goods and services / service reports / attendance list. o To monitor all services and maintenance contracts to be reviewed prior to due dates. Procurement Management o To liaise with registered vendors and to obtain quotations for goods and services. o To record the Purchase Requisition (PR) for goods and services to be purchased. o To monitor the approval from the system and subsequently coordinating with the appointed vendors / suppliers for the goods / services delivery. Regulatory Compliance and Utility Payments o Monitor and ensure that all statutory bills, utility charges, licences, insurance are paid before the due dates. Meeting and Reporting o To coordinate meetings, appointments and property related events with agendas. o To record and file minutes of every meeting/appointment/event and follow up action, if required. o To compile necessary reporting information for prompt submission of the weekly and monthly reports, schedules, task lists, presentations, etc. o Submission of Tribunal Form 11 / 20 & Form 1. Others o Management Office reception and attend to all calls, emails, inquiries and correspondences related to the Property. o To maintain up-to-date Building information, drawings and documentations, tenancy schedule, service agreement schedules, vendors / contractors’ workers listing and inventory listing are available at all times. o Compliance with all the Standard Operating Procedures (SOPs) and the guidelines. o To maintain and filing the proper written records as evidence for any incidence and action taken or to be taken. o Other ad-hoc assignments as and when distributed from the PE / Supervisor. Others reference o Typical Building Services may include but not limited to: Security / Cleaning / Pest Control / Landscape / Waste Disposal / Sanitary / Ground Maintenance / Façade & Roof / Signage / Car Park / Common & Service Areas Incidence Reporting / Complaints & Claims / Statutory Reporting / Provisions in Strata Titles Act and Strata Management Acts. Responsible for familiarizing oneself with all Building Services, M&E Equipment, and Installations across all Properties as Systems may vary by Property.

Requirements

Minimum Diploma