Administrative Assistants (Facilities Management) - #1130653

Job Responsibilities

• General Duties

  • Assist in handling and maintaining proper records of feedback or complaints received from the tenants.

  • Assist the FM in petty cash management and collection of payment on daily basis, including daily account closing for month end.

  • Manage the booking of building facilities such as swimming pool and gym.

  • Establish and maintain proper filing system to ensure smooth documentation and administration of the building.

  • Carry out regular update of the content of the notice board(s).

  • Maintain inventory of office stationery and equipment maintenance record and perform general administrative duties.

  • Co-ordinate council meetings and general meetings as instructed by the FM.

   

  Other Duties

  • Attend to feedback, submit / close a work order.

  • Broadcast general messages through a portal.

  • Emergency preparedness to injury or in the event of emergency such as evacuate the building.

  • Liaise with all internal parties such as stakeholders, term contractors and security.

  • Communicate and arrange with external parties like ad hoc jobs.

  • Collection inspection report with related Purchase Order to account.

  • Prepare Letter of Award.

  • Prepare Letter of Termination.

  • Prepare Contracts.

  • Check Contractors’ with related valid information, Risk Assessment and method of statement.

  • General monthly feedback report

  • Upkeeping Emergency contact list.

  • Bookkeeping of attendance such as Security, Landscape and other vendors.

  • Verify car owners’ details, key in IU into BMS system and issuing car labels.

  • Prepare Circulars and Notices

  • Entry to facial recognition
    
    Job Requirements

• Minimum GCE ‘N’ / ‘O’ Level or relevant ITE certificate

• Accountancy or a related discipline.

• Experience working with basic accounting will be an added advantage. 

• Good computer literacy/knowledge. 

• Pro-active attitude, meticulous, organized and able to multi-task with an understanding of building services.

• Willing to work on alternate Saturdays (half-day).

• Fresh graduates are welcome to apply.