Admin Executive/ Officer (Commercial Building) - #1165415

POSITION OBJECTIVES

To support the Centre Manager and Management Office with Administrative duties.

DUTIES & RESPONSIBILITIES

• To maintain a record of incoming / outgoing mails and e-mail.

• To maintain Key Register at Management Office and FCC and record movement of keys.

• To set-up and maintain filing system in Management Office.

• To maintain and update the records of fixed assets and drawing schedules.

• To maintain an updated list of contact information of tenants, fire wardens, vendors, clients, and staff of Management Office etc.

• To administer request for registration/ deregistration of security access card, maintain and update the Security Card Access Register and operate the Security Access Control System.

• To administer request for season parking, maintain and update the Season Car Parking Register and operate the carpark management system.

• Manage carpark collection and liaise with finance team.

• To provide administrative support to Management Team such as calls, typing, filing, updating portal, App, organizing meetings and events, input relevant data needed for the production of reports etc.

• To keep track and maintain inventories necessary for the smooth functioning of the management office such as stamps, stationery, refreshments.

• To maintain the IT system in management office.

• To maintain, update and generate report from the OMS Online Portal including but not limited to input Customer’s Requests and Purchase Orders, and follow through on the necessary actions required.

• To maintain duty roster and leave records of site staff.

• To administer bookings of facilities such as meeting pods, EOT, etc.

• To participate and ensure that our services and activities are in compliance with the OMS procedure and standards.

Performance Indicators:

• Successful completion of scheduled activities.

• Achieve KPIs.

• Achieve target deliverables for business plans, monthly reports and budgets.

• Ensure that a high level of professionalism and customer service are always maintained.

• Ability to work under pressure and meet set timelines.

• Client and tenant’s customer satisfaction.

• Meet standards and audit requirements.

Knowledge/Experience:

• Tertiary qualification at least 3-5 years of experience.

• Relevant experience in working in property management industry (premium commercial building).

• Independent with integrity, innovative, proactive, and resourceful.

• Good organization, problem solving and communication (verbal and written) skills.

• Ability to work under pressure.

• Good interpersonal skills with team player qualities to manage both internal and external stakeholders.

Attributes/Behaviours:

• Pro-active and achievement orientated.

• Flexible.

• Team player.

• Practical approach with a “can do” attitude.