The Administrative Assistant provides comprehensive administrative and clerical support to ensure the efficient day-to-day operations of the property. The role involves document management, coordination with tenants and service providers, record-keeping, and general office support in compliance with company policies and procedures.
Duties And Responsibilities
- Provide administrative support to the Property Manager and Property Services team.
- Prepare, organize, and maintain property-related documents, contracts, permits, and records.
- Handle incoming calls, emails, and walk-in inquiries from tenants, vendors, and clients in a professional manner.
- Assist in tenant coordination, including lease documentation, service requests, and move-in/move-out records.
- Monitor and update service requests, work orders, and maintenance schedules.
- Prepare reports, memos, letters, and presentations as required.
- Maintain filing systems (physical and electronic) for property records and correspondence.
- Coordinate meetings, site visits, and inspections; prepare meeting minutes when required.
- Assist in procurement documentation, purchase requests, and tracking of office and property supplies.
- Support billing and basic accounting tasks such as invoice tracking and payment follow-ups.
- Ensure compliance with company policies, safety regulations, and property management standards.
- Perform other administrative tasks as assigned by management.
Qualifications, Skills And Experience
- Bachelor's degree or vocational course in Business Administration, Office Administration, or related field.
- At least 1 year of administrative or clerical experience, preferably in property management, real estate, or facilities management.
- Proficient in MS Office applications (Word, Excel, Outlook, PowerPoint).
- Strong organizational, communication, and time-management skills.
- Ability to handle confidential information with discretion.
- Detail-oriented, reliable, and capable of multitasking.
- Good interpersonal skills and customer-service oriented.
