AL Capital (Ubi) Pte. Ltd – Administrative Assistant

Their responsibilities can vary depending on the size of the organization and the specific nature of the operations. Below is an outline of common roles and responsibilities for administrative personnel in FM and RE operations:

1. Office Administration

• Document Management: Maintaining, organizing, and updating physical and digital files related to property leases, maintenance contracts, vendor agreements, and other critical documents.
• Correspondence: Handling incoming and outgoing communications, including emails, phone calls, and mail related to FM and RE operations.
• Meeting Coordination: Scheduling and organizing meetings, preparing agendas, and taking minutes for meetings involving property management, maintenance staff, and external contractors.

2. Financial Administration

• Invoicing and Payments: Processing invoices from vendors, ensuring timely payments, and reconciling accounts with the finance department.
• Lease Administration: Monitoring lease agreements, tracking payment schedules, renewals, and ensuring compliance with lease terms.

3. Vendor and Contract Management

• Contract Administration: Managing contracts with service providers (e.g., cleaning, security, maintenance), ensuring compliance with terms, and coordinating renewals or terminations.
• Vendor Coordination: Liaising with vendors for services, scheduling maintenance work, and ensuring timely delivery of services.
• Performance Monitoring: Tracking vendor performance against Service Level Agreements (SLAs) and reporting issues or discrepancies to management.

4. Real Estate Administration

• Property Management Support: Assisting with day-to-day management of properties, including tenant communications, rent collection, and property inspections.
• Data Management: Maintaining databases related to property portfolios, including details on ownership, lease agreements, and property performance metrics.

6. Customer Service

• Tenant Relations: Acting as a point of contact for tenants or occupants, addressing concerns, and coordinating responses to issues.

7. Project Management Support

• Project Documentation: Assisting in the preparation and management of documentation for real estate and facility projects.
• Timeline Tracking: Monitoring project timelines, ensuring tasks are completed on schedule, and reporting progress to management.

Requirements:

1. Education: ITE in Business Administration.
2. Strong in Microsoft Office application, especially in Excel and powerpoint.
3. Possess excellent interpersonal and written skills.
4. Willing to learn and have high initiative
5. Good attitude and ability to multi-task in fast paced environment
6. Ability to assess situations, identify issues, and develop effective solutions, particularly in handling facility emergencies or tenant concerns.
7. Ability to track timelines, manage resources, and report progres