Correspondence and Communication:

• Check and respond to emails promptly to address inquiries and concerns.
• Draft letters for Management Office (MO) and get approval from Area Manager before sending out to residents/committees.
• Maintain regular communication with contractors, authorities, and service providers for smooth operations.
• Prepare and send daily WhatsApp reports to the committee summarizing collections, attendance, water levels, monthly servicing, repairs, cleaning status, and facility conditions etc.

Complaint Handling and Maintenance:

• Act as the main point of contact for handling and resolving complaints from residents through various channels like WhatsApp, messages, emails, calls, and walk-ins.
• Review daily incident reports and address issues related to lighting, repairs, cleanliness, waste management, etc.
• Conduct daily meetings with security and cleaning teams to discuss and address incidents, ensuring effective problem-solving.
• Oversee renovation contractors' activities and ensure compliance with guidelines.
• Ensure proper maintenance and cleanliness such as common toilets and facilities.

Routine Checks and Inspections:

• Monitor the attendance and performance of service providers, ensuring quality of work in areas such as lifts, pumps, lighting, and air conditioning.
• Regularly inspect common areas, facilities, and equipment to ensure they are in good condition and meet required standards.
• Maintain accurate records of servicing schedules and equipment maintenance to facilitate efficient operations.
• Conduct regular block-by-block walkabout to assess cleanliness, lighting, and overall conditions.
• Verify the functionality of the access card system periodically.
• Financial and Administrative Tasks:
• Manage daily collections and ensure proper banking procedures are followed.
• Prepare cheques and/or online banking transfer for payments and maintain updated accounting records for transparency.
• Ensure important documents, including letters, billings, receipts, and payment vouchers are organized and filed.
• Keep track of building maintenance budget and maintain stock control.

Quotation and Tender Procedures:

• Initiate the process of seeking quotations for external jobs, ensuring that a minimum of three quotations are obtained for each job and ensure compliance with the established tendering procedures.
• Participate in opening quotations in the presence of Committees and maintain a record of details for reference.

Annual Duties:

• Initiate the renewal of insurance premiums and contract renewals well in advance of expiry.
• Negotiate and renew contracts with Service Providers ahead of expiration dates.
• Monitor the timely renewal of fire extinguisher licenses and JKKP Lift licenses.
• Renew the Genset License in a timely manner.
• Ensure all accounts are complete and auditable, preparing for the annual auditing process.
• Prepare comprehensive budgets for Income and Expenses, ready for presentation at the AGM.
• Coordinate with Committee Members to set a date for the AGM and prepare the necessary notices and agendas.