Job Summary
Provide comprehensive administrative support to the Property Manager, Building Manager, and operations team to ensure smooth property management operations and effective communication with residents, contractors, and vendors.
Responsibilities
- Provide administrative support to the Property Manager, Building Manager, and operations team to facilitate daily property management activities
- Prepare and process purchase orders, invoices, and payment requests accurately to support financial operations
- Maintain organized filing and documentation of contracts, quotations, warranties, and correspondence for easy retrieval and compliance
- Draft clear and professional letters, notices, circulars, memos, and meeting minutes to support communication and record-keeping
- Handle incoming calls, emails, and residents’ enquiries promptly to ensure effective communication and service
- Assist in coordinating Council Meetings, Annual General Meetings (AGMs), and Extraordinary General Meetings (EGMs) to ensure smooth event execution
- Update and maintain accurate records of residents, contractors, and vendors to support operational needs
- Monitor contract renewals, insurance policies, and statutory inspection schedules to ensure compliance and timely actions
- Track renovation applications, work permits, and access requests to facilitate approvals and access control
- Support budget and finance administration by verifying invoices and following up on payments to maintain financial accuracy
- Manage office supplies and general administrative matters to ensure operational efficiency
- Prepare reports and update information in the property management system to maintain accurate data records
- Perform data entry tasks with accuracy to keep records current and reliable
- Assist with ad-hoc administrative and operational tasks assigned by management to support team needs
Skills
- Use Microsoft Office applications (Word, Excel, Outlook, PowerPoint) proficiently to complete administrative tasks
- Organize and manage time effectively to meet deadlines and handle multiple tasks simultaneously
- Apply strong attention to detail and accuracy in documentation and data entry to minimize errors
- Communicate clearly and professionally with team members, residents, and vendors to foster positive relationships
- Work independently and multitask efficiently to support various administrative functions
