Administrative Assistant

Job Summary

We are looking for an Administrative Assistant to support the day-to-day administration of a condominium Management Office. The role involves regular interaction with residents, owners, tenants, and contractors, as well as maintaining estate records and supporting the Condominium Manager.

Responsibilities

• Greet and assist residents, owners, tenants, and contractors at the Management Office to address their inquiries and requests
• Manage telephone calls, emails, and general correspondence to ensure timely and professional communication
• Process applications for renovation works, moving activities, access cards, vehicle registration, facility bookings, and other estate matters accurately
• Maintain and update resident information, estate records, registers, and filing systems to ensure data accuracy and accessibility
• Record residents' feedback and requests, and follow up to ensure resolution and satisfaction
• Prepare and distribute notices, circulars, and other estate communications to keep residents informed
• Assist in maintaining collection records and supporting documentation for financial tracking
• Collate invoices and supporting documents for payment processing to support financial operations
• Maintain petty cash records and receipts to ensure accurate financial reporting
• Support administrative record-keeping related to contracts, licenses, and insurance for compliance and reference
• Monitor and replenish office stationery and administrative supplies to maintain smooth office operations
• Provide administrative support for Council Meetings, General Meetings, and other estate meetings, including preparation and documentation
• Perform general administrative duties to ensure the efficient operation of the Management Office

Required competencies and certifications

• Able to communicate clearly and professionally in English and Mandarin to engage effectively with Mandarin-speaking residents, owners, and contractors

Preferred competencies and qualifications

• GCE 'O' Level / N-Level / Higher Nitec or equivalent
• Previous administrative or customer service experience
• Comfortable using Microsoft Office applications and computerized systems
• Good organisational and record-keeping skills
• Ability to work independently and collaboratively within a small site team
• Experience working in a condominium, MCST, or property management environment