Property Mangement adminstration

Join Our Team in Property Management!

We are a Managing Agent firm seeking a responsible, organised and proactive Property Admin Executive to join our team. The successful candidate will assist in the day-to-day management and administration of residential estates, ensuring smooth operations and providing effective support to the Property Manager and Management Council.

Key Responsibilities

1. Administrative & Management SupportAttend to feedback, enquiries and requests from the Property Manager and Management Council members, and ensure timely follow-up and resolution.Provide general administrative and operational support for the daily management of the estates .Maintain proper records, documentation and filing systems.
2. Quotation & Contract AdministrationSource and obtain quotations for ad-hoc works and term contracts.Evaluate and make recommendations on quotations for the consideration and approval of the Management Council.Assist in the administration and monitoring of contracts, quotations, work orders and related documentation.Follow up with contractors and service providers to ensure works are carried out satisfactorily.
3. Estate Operations & By-law EnforcementMonitor and coordinate house moving and renovation activities within the estate.Ensure residents and contractors comply with the estate's renovation guidelines and moving procedures.Assist in enforcing the estate's by-laws, rules and regulations, and follow up on any breaches where necessary.
4. Council Meetings & AGM AdministrationAssist in the preparation and coordination of Management Council meetings, including meeting notices, agenda and supporting documents.Record meeting minutes and follow up on outstanding matters and action items after meetings.Assist in the planning and preparation of the Annual General Meeting (AGM), including relevant notices, reports and meeting documents.Prepare and document AGM minutes accurately and promptly.
5. Statutory & Regulatory CompliancePrepare and submit the necessary filings and documentation to relevant government authorities and regulatory bodies to ensure compliance with statutory requirements.Maintain proper records of statutory submissions, correspondence and regulatory documents.

Requirements & Qualifications

• Diploma or relevant qualification in Business Administration, Property Management or a related discipline.
• Preferably with experience in property management, estate administration or a similar administrative role.
• Good organisational, coordination and time-management skills.
• Good written and verbal communication skills.
• Proficient in Microsoft Office applications, particularly Word and Excel.
• Meticulous, responsible, self-motivated and able to work independently.
• Able to manage multiple tasks and meet deadlines.
• Good interpersonal skills with the ability to communicate effectively with residents, council members, contractors and colleagues.