Administrative Assistant

• Shall provide all necessary administrative assistance to the Property Manager for Building Manager and clients.
• Attend to the inquiries, complaints and requests from the unit owners and tenants.
• Attend and supervise all building operations, including the use of public thoroughfares, common areas, access control, security procedures, cleaning, building maintenance, lift usage, tenant conditions and parking arrangements.
• Arrange repairs and maintenance as instructed by the Property Manager or Property Engineer relating to building finishes and operational services and to convey the same to the services department.
• To monitor, as deemed necessary, the performance of contractors providing operational services such as, but not limited to, security, cleaning, lifts and pest control.
• Ensure, as deemed necessary, tenancy fit-out plans and specifications are submitted to the appropriate consultancy team or vetting and follow through to approval.
• Procurement Activities
• Sourcing of supplier
• Negotiate price
• Coordination with supplier
• Prepares purchase requisition
• Issuance of purchase order and request for payment as well monitoring of delivery and payment to supplier
• Inventory
• Responsible for the maintenance
• Monitoring and ordering of supplies

• Record Keeping
• Responsible for filing of documents including contracts and 201 files of each unit, permits and licenses.
• Prepare and update various lists such as but not limited to Masterfile of Occupants, Parking Slot directory, Tenant Information Sheet.
• Carry-out any duties as directed by the Property Manager
• Maintains the list of assets of the Property and ensure tagging.

Other related task that may be assigned from time to time