- Taking direct instruction from the Property Manager for daily tasks.
- Arranging appointments / schedules for the Property Manager as per request.
- Arranging and coordinating of meetings chaired by the Property Manager.
- Attending, taking minutes of meeting as required.
- Preparing & distributing of memo, information and all formal correspondences issued by the Property Manager.
- Properly filing of Building related documents (House Rules, fit out guide...)
- Receiving and filing all reports from the heads of department
- Dispatching information when needed to all staff in a professional manner
- Handling all secretarial tasks including receiving, answering, classifying and records incoming mail, telephone, fax, documents, etc.
- Preparing, translation in-out correspondences; filing and efficiently retrieving all documents relating to the operation within the company.
- Ensure that all daily/ weekly/ monthly/ quarterly/ yearly reports are prepared and submitted on time
- On behalf of the Property Manager, dispatching the duties to all staff in a professional manner and following up to make sure the job is done correctly.
- Preparing the “policy and procedures” set by the Property Manager.
- Being the back-up of the Property Manager when he is absent to ensure the smooth operation of the Property.
- Together with Property Manager, dealing with suppliers/ contractors for necessary operational matters as assigned.
- Supervision of Operational Departments (in cooperation with Property Manager, M&E Department and other Managers) related to Cleaning, Security Contractors and their staff; Supervision of other Contractors and Workers. & Receptionists, Maintenance Team
- To monitor the performance of all the above staff and provide guidance and assistance where necessary and take the appropriate disciplinary action as required. Any serious problems with cleaners or security guards or other Contractors are to be immediately reported to the Property Manager
Relationship with residents:
- Assist Property Manager in drawing up correspondence (letters, faxes, memos, notices...) to residents
- Provide normal daily assistance to Residents when requested
- Collect, file and report to Property Manager any complaints/incidents from residents
Operations report:
- Management and operations of the property
- Progress report on any on-going works
- Recommendations for redecoration, improvements, etc. (if any)
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