Office Administrator / Property Management Assistant

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.