Operations Admin Executive (GSM) - #1114053

Job Responsibilities

Operations & Facility Support

• Handle enquiries and follow up actions related to Property Management System (PMS) and other operational systems.

• Support Operations Admin Executives (OAEs) across all Coliwoo sites during their absence or as required.

• Provide additional support to Operations Executives where needed.

• Monitor daily functionality of facilities and liaise with contractors, maintenance, and housekeeping teams on operational matters.

• Collaborate with onsite teams to ensure proper training is conducted and standards are maintained.

• Oversee maintenance team orders and claims submissions, ensuring timely processing and accuracy.

• Oversee inventory management and maintain accurate records of office supplies.

Administrative & Reporting

• Monitor and update various tracking files and records from all sites.

• Provide administrative support as and when required.

• Compile and submit accurate weekly and monthly reports in a timely manner.

• Maintain and update Property Management System (PMS) data, including automation of operational documents for efficiency.

• Manage tenant-related documentation for in-house and incoming tenants (e.g., background checks, tenancy agreements, security deposits, tenant particulars).

• Liaise with Marketing to consolidate and prepare the Weekly Sales Report.

Tenant & Customer Relations

• Coordinate with tenants on special requests or appeals (e.g., pre-termination, replacement requests) ensuring alignment with company policies and SOPs.

• Communicate with tenants to ensure prompt payment of arrears.

• Prepare, organize, and issue monthly statements of account to tenants accurately and on time.

Finance

• Monitor monthly arrears and generate weekly ageing reports.

• Execute credit control actions, including issuance of late fee credit notes.

• Present and escalate outstanding credit issues to Management during monthly meetings.

• Liaise with Finance and external companies for the issuance of monthly invoices.

Ad-hoc Duties

• Perform other assignments and responsibilities as required from time to time

Job Requirements

• GCE ‘O’ Level or Diploma qualification.

• Proficient in PC skills with a hands-on, practical approach to work.

• Quick-thinking, resourceful, and able to take initiative.

• Strong communication skills with a customer service–oriented attitude.

• Hands-on and operations-minded attitude

• Able and willing to work after office hours and on weekends attending to urgent maintenance / facilities work when require.

• Related experiences will be a plus.

We regret to inform that only candidates who are shortlisted will be contacted.