Building Adminsitrator

The Administrator is responsible for the daily administrative operations of the residence management office. This role includes handling residents' inquiries, managing documentation, coordinating maintenance requests, and assisting in financial and operational tasks to ensure smooth management of the residential property. • Maintain proper documentation and filing systems for resident records, contracts, and correspondence. • Handle incoming calls, emails, and walk-in inquiries from residents and contractors. • Prepare and distribute notices, circulars, and newsletters to residents. • Ensure the management office is well-organized and stocked with necessary supplies. • Assist in addressing and resolving resident complaints and requests professionally. • Coordinate communication between the management office and residents, including updating notice boards and WhatsApp groups. • Maintain an up-to-date database of residents and owners. • Assist in managing accounts receivable, including issuing invoices for maintenance fees and following up on overdue payments. • Record and track payments from residents and liaise with the finance team on collections. • Assist in preparing monthly financial reports for review by management. • Receive and log maintenance requests from residents, coordinating with the technician team or external contractors. • Follow up on scheduled maintenance works and ensure completion within the stipulated timeline. • Maintain records of service agreements, warranties, and repair histories. • Assist in organizing and preparing for Joint Management Body (JMB), Management Committee (MC), or Resident Association (RA) meetings. • Prepare meeting minutes, agendas, and reports for submission to the management team. • Keep records of decisions made in meetings and ensure proper follow-up on action items. • Ensure all operations comply with property management regulations and local guidelines. • Assist in handling insurance matters, safety audits, and regulatory requirements. • Maintain emergency contact lists and be familiar with emergency procedures.