Admin Executive/Assistant - Urgent Role

DAILY/WEEKLY

1. General office administration

• Attending office equipment breakdown.
• Receive & general filing of outgoing documents and incoming letters.

1. Attend to residents’ daily needs in person/via telephone calls.

• Receive payments from residents.
• Complaints on common areas & unit problems
• Enquiries of all kinds
• Requests for assistance          

1. Proper upkeep & update of Residents’ Data

• Proper filing of documents to individual Residents files
• Current full address & contact details 
• Carpark bays, car stickers no’s & current registered cars
• Door Access Cards & Vehicle Proximity Cards
• Residents’ Financiers information for fire insurance purpose
• Sub sales records & proper records of subsequent owners
• Records of units tenanted & details of tenants.

1. Keep proper records of service contractor agreements, service, and repair reports.
2. Receive & ensure proper documentations on the following activities: -

• Renovation – Receipts & refunds of deposits & processing fees
• Movements In/Out – Receipts & Refund of deposits
• Minor repairs
• Service of air conditioners - Receipts & Refund of deposit

1. Registering & welcoming of new tenants

• Get copy of tenancy agreement
• Proper documentation of access cards, transponders & car stickers passed from owners.
• Briefing on some basic house rules for tenant’s information & compliance

1. Monitor of notices to put up into notice board & via emails
2. Booking of function facilities

• Registration & proper filling up of relevant forms
• Payment of deposits & fees
• Briefing to owners & function caterers on Dos & Don’ts 
• Ensure cleaner & security are properly informed on functions

1. Attend to emails & correspondence.
2. Assist building managers in ADHOC matters & whatever areas as and when necessary.

MONTHLY 

1. Attending JMB/MC meetings as and when meeting is held.

• Ensure all documents for the presentation are ready.
• Attend meeting & take down minutes.
• Follow-up on issues discussed in meeting.

1. Annual General Meeting

• Preparation of all necessary documents
• Send out notice of AGM to all owners.
• Preparation of AGM venue
• Follow ups on all issues formalized & agreed during AGM.