Assist the Property Manager in daily operations at the Managed Project (office building or shopping center or apartment/residential area); responsible for inspecting and reviewing the quality of service contractors. May act on behalf of the Property Manager when delegated by the Property Manager during absence and/or when liaising with other departments and/or when involved in matters such as:
- Tenant/Resident Relations
- Contractors
- Administration
- Human Resources and Training
- Accounting
- Cleaning
- Security
- Technical and Maintenance
- Public Relations
II. RESPONSIBILITIES
- Receive direct instructions on daily tasks from the Property Manager.
- Schedule appointments/meetings for the Property Manager as requested and attend, take meeting minutes as required.
- Assist the Property Manager in establishing and drafting management procedures and standard document templates.
- Draft and distribute notices, information and all official documents issued by the Property Manager.
- Archive all regulations and rules of the Management Board in an organized manner (Handover Minutes, Tenant Handbook, Interior Completion Guidelines, Work Regulations, On-duty Schedule, Work Schedule).
- Consolidate reports from departments, prepare weekly activity reports for the Property Manager's approval before sending to the Board of Directors and/or Management Board of the building/project.
- On behalf of the Property Manager, promptly send approved notices to all staff involved in building operations, personnel matters, policies and regulations.
- On behalf of the Property Manager, assign tasks to all staff and supervise to ensure these tasks are completed properly.
- Substitute for the Property Manager when the Property Manager is absent to ensure departmental operations are maintained well.
- Work with the Property Manager with suppliers/contractors and participate in negotiation, drafting and contract execution processes.
- Handle secretarial work including receiving, responding to, sorting and recording incoming and outgoing letters, phone calls, faxes and documents.
- Represent the Property Manager, contact Tenants/Residents and respond to, resolve their requests and inquiries.
- Oversee general daily operations of the Building/Project and promptly report to the Property Manager any incidents or events that may affect the building/project.
III. REQUIREMENTS
- At least 1 year of experience in a similar position in the field of building operations management.
- Good English is an advantage.
- Proficient office IT skills.
- Good communication skills and customer care skills.
- Dynamic, creative, careful.
- Problem-solving skills - able to identify incidents, issues and quickly provide solutions.
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