A4 International Pte Ltd – Management Trainee

Your responsibilities will include managing and overall supervision of all administrative activities relating to the functions of managing agent for a Management Corporation which you are deployed to. These responsibilities may be revised from time to time as deemed appropriate by business circumstances. More details of the roles and duties for this position can be found in Annex A.

In this role you will be involved in the overall business of the company which includes the property management, accounting and administrative functions. You will also be responsible for the development of strong client relationships as well as providing high standards of property management service at all times.

PROPERTY MANAGEMENT AND MAINTENANCE

Manage and maintain the property and keep it in a state of safe, good and operational condition

Ensure compliance of all relevant legislations, standards and requirements governing the maintenance and management of buildings in Singapore, including customary business practices

Implement and regulate all instructions, by-laws and laws permitted under the requirements of BMSMA and House rules

Liaise, schedule, supervise and conduct routine inspections of the property, grounds, facilities and equipment to ensure that the property is properly maintained and serviced by staff and/or contractors

Prepare, implement and review checklist and preventive maintenance programmes for the property

Liaise with property developers, consultants, architects, contractors during TOP and POST TOP for new developments

Respond to after office hour emergency calls, messages and emails and take appropriate actions

BUSINESS PLANNING AND MANAGEMENT

Organise and plan day-to-day operations of site/s

Ensure the effective development and execution of site objectives

Maintain an up to date contract overview and evaluate renewals and/or new contracts and agreements and make recommendations prior to expiry and/or purchase of contracts

Liaise with council members as well as convene and attend Council Meetings, Annual General meetings and other types of meetings involved

Attend other site’s Annual General Meetings as directed by management

Engaged with prior approval of and on behalf of the management council, contractors, solicitors, auditors, surveyors, architects, engineers and other professional services, as it may deem desirable or necessary to carry out its duties

Participate in business development and corporate strategies where appropriate

ADMINISTRATIVE MANAGEMENT

Solicit and analyse quotations from contractors for repairs, renovations and maintenance works

Prepare notices, documents and/or meeting minutes for Council Meetings, Annual General meetings and other types of meetings involved

Prepare circulars, notices, reminders and/or letter of awareness for residents or for notice display

Maintain proper documentations and inventories such as drawings, floor plans, equipment manuals, keys etc. and control the movement of such assets and documents

Prepare and submit reports and/or claims timely and accurately

RELATIONSHIP MANAGEMENT

Develop, manage and maintain strong and healthy relationships with clients, contractors, regulators, employees and organisation

Advise and provide guidance to council members and residents of all matters regarding the affairs of the estate and MCST

Deal with all inquiries, complaints, reports and correspondence relating to the administration of the Council, its property and subsidiary proprietors following management rules and regulations

Ensure the immediate resolution of operational issues and complaints

Inform and educate residents of the need to comply with house rules and by-laws to ensure harmonious condominium living

Develop a thorough knowledge of all estates assigned

Be aware of industry trends and developments and the effect it might have on the estate as well as business

CONTINUOUS IMPROVEMENT

Involve in project improvements and upgrading of the estate

Ensure the process of continuous improvement is in place

Ensure the effective implementation of the customer relations best practice plan

Create an environment of innovation and continuous improvement targeted toward improved service and increased efficiency

Request and coordinate resources in supporting the on-site operations

Ensure sharing of best practice across all sites

Support and participate in any corporate and business unit initiatives

FINANCIAL MANAGEMENT

Prepare annual detailed budget for maintenance fee and sinking fund for the estate

Collect, demand and recover on behalf of the company and/or council all monies due, to take necessary steps including legal proceedings to recover such sums as directed by or subject to the approval of the company and/or council

Oversee requisitions for quotations to ensure proper cost control

Verify contractors and suppliers’ invoices with respect to their quotations and work completion before authorising invoices for payment

Initiate cost savings and generate value through implementation of new technology, sound economic and financial policies, keeping expenditure within budget

Be accountable for the overall financial performance of accounts against budget

Support and participate in any corporate finance initiatives