Job Responsibilities

Financial and Administrative Management

• Collect and track monthly maintenance and sinking fund fees from parcel owners.
• Monitor and administer payments related to the JMB/MC bank account, including insurance, property taxes, third-party suppliers, and administrative expenses.
• Maintain proper financial and administrative records (electronic and physical).
• Handle credit control by making phone calls to debtors for payment settlements.
• Liaise with third-party service providers for various building services.
• Update and maintain account records and reports.
• Prepare and distribute meeting minutes, correspondences (email, letters), and document transmittals.
• Put up notices, write letters, and perform document filing.
• Perform any ad-hoc administrative tasks as required.

Building Maintenance and Operations

• Conduct Annual General Meetings (AGMs) and Extraordinary General Meetings (EGMs) with parcel owners.
• Provide exceptional service and handle requests and complaints from residents and owners.
• Coordinate with local authorities for inspections and licensing related to building requirements.
• Coordinate and oversee physical maintenance of the building structure and facilities with technicians and contractors.
• Monitor building maintenance to ensure a smooth and pleasant environment.
• Attend to complaints and requests from tenants and parcel owners, ensuring prompt and satisfactory resolution.
• Conduct monthly meetings with JMB/MC committee and prepare reports.
• Follow up with service providers to obtain service reports, invoices, and statements.
• Send weekly task reports to Area Manager (Scorecard).
• Prepare and submit Monthly Management Report to Area Manager.
• Maintain a proper filing system for traceability of documents.

Accounting and Financial Tasks

• Enter payments received and update the Excel spreadsheet.
• Enter invoices received from service providers.
• Prepare payment vouchers.
• Issue LPI (Late Payment Interest) charges, motorcycle rental statements, and maintenance invoices for owners and car park rental on specified dates.
• Record petty cash expenses in the system and update the Excel spreadsheet.