Office Administrator / Property Management Assistant

To provide comprehensive administrative and operational support to the Property Manager by coordinating office activities, managing documentation, handling tenant correspondence, maintaining records, and ensuring the smooth day-to-day administration of the property. Key Responsibilities 1. Administrative Support • Draft professional letters, emails, notices, memos, reports, and other correspondence. • Maintain an organized filing system for contracts, tenant records, invoices, and correspondence. • Prepare meeting agendas, minutes, and follow up on action items. • Manage incoming and outgoing correspondence. • Maintain office records and confidential documents. 2. Tenant Administration • Respond to tenant enquiries and follow up on pending matters. • Prepare tenancy agreements, renewal letters, notices, and related documentation. • Coordinate unit inspections, move-ins, move-outs, and handovers. • Maintain accurate tenant records and lease schedules. • Track outstanding tenant requests until completion. 3. Procurement & Inventory Support • Prepare purchase requisitions for goods and services. • Monitor office supplies and maintenance inventory, ensuring adequate stock levels. • Maintain accurate records of office assets, equipment, and inventory. 4. Documentation & Contract Administration • Maintain all service contracts and renewal schedules. • Track expiry dates for contracts, licenses, insurance policies, and statutory certificates. • Ensure contractor documentation remains current and properly filed. 5. Financial & Administrative Support • Verify supplier invoices against approved quotations and completed works before submission. • Assist in preparing management reports and administrative summaries. • Coordinate and compile documentation required by the Accounts Department. 6. Property Operations • Assist in planning and coordinating maintenance activities. • Prepare resident notices, circulars, and general communications. • Coordinate access arrangements for contractors and service providers. • Monitor and follow up on maintenance requests to ensure timely completion. 7. General Office Duties • Manage office schedules, appointments, and calendars. • Answer telephone calls and direct enquiries professionally. • Organize meetings and maintain meeting schedules. • Ensure the office operates efficiently and professionally at all times. • Perform any other duties assigned by the Property Manager. Qualifications • Diploma or Degree in Business Administration, Property Management, or a related field. • Minimum three (3) years' experience in an administrative role. • Experience in property management will be an added advantage. Skills & Competencies • Excellent written and verbal communication skills. • Strong proficiency in Microsoft Word, Excel, Outlook, and PowerPoint. • Excellent professional email, report, and document drafting skills. • Proficiency in the use of Artificial Intelligence (AI) productivity tools (e.g. ChatGPT, Microsoft Copilot, or similar) for drafting correspondence, preparing reports, document review, and improving administrative efficiency. • Strong organizational and multitasking abilities. • Excellent attention to detail and accuracy. • Ability to prioritize tasks and work independently with minimal supervision. • Strong analytical and problem-solving skills. • High level of integrity, discretion, and confidentiality. • Excellent customer service and interpersonal skills. • Ability to work under pressure and meet deadlines. Key Performance Indicators (KPIs) • Timely response to tenant enquiries and follow-up actions. • Accuracy and quality of correspondence, reports, and documentation. • Proper maintenance of filing systems and office records. • Timely renewal and tracking of contracts, licenses, insurance policies, and statutory documents. • Accuracy in invoice verification and administrative documentation. • Effective monitoring and closure of maintenance requests. • Efficient inventory management and timely preparation of purchase requisitions. • Timely completion of assigned administrative duties. • Overall efficiency in supporting the Property Manager and office operations.

• Draft professional letters, emails, notices, memos, reports, and other correspondence. • Maintain an organized filing system for contracts, tenant records, invoices, and correspondence. • Prepare meeting agendas, minutes, and follow up on action items. • Manage incoming and outgoing correspondence. • Maintain office records and confidential documents. • Manage office schedules, appointments, and calendars. • Answer telephone calls and direct enquiries professionally. • Organize meetings and maintain meeting schedules. • Ensure the office operates efficiently and professionally at all times. • Perform any other duties assigned by the Property Manager. • Diploma or Degree in Business Administration, Property Management, or a related field. • Minimum three (3) years' experience in an administrative role. • Experience in property management will be an added advantage. • Excellent written and verbal communication skills. • Strong proficiency in Microsoft Word, Excel, Outlook, and PowerPoint.