Administrative Assistant

Property Management Office

Administrative Assistant

Job Description

Job Summary

The Administrative Assistant provides comprehensive administrative support in accordance with client policies, procedures and processes and helps in the achievement of the Key Performance Indicators and Service Level Agreement targets.

The Administrative Assistant embodies Menarco’s dedication to the Entrepreneurial Operating System (EOS) and embraces our core values centered on people, planet, and the principles of integrity, courage, excellence, mindfulness, and empathy (ICEME). He/She is expected to resonate with Menarco’s passion for purpose, innovation, and a commitment to contributing to a greater good, epitomized by our mission to build better for every individual we impact.

Job Summary

Core Functions

1. Major Responsibilities

a. Process all vendor payments including client interactions and statutory compliances

b. Monitor the performance of all service personnel

c. Ensure compliance of regulations/requirements of the Company.

d. Prepare vendor and client contact list including emergency contact list

e. Develop the necessary policies and procedures required for all functions within the scope of the administrative assistant

f. Provide assistance in general administrative activities

g. Conducts regular and periodic inventory of Offices/ Storeroom Items; this also includes attending to withdrawal/ return of Inventory Items.

h. Coordinates and prepares a request for security passes and correspondence.

i. Maintains and updates file/ record of cash flow.

j. Handles canvassing and purchasing functions.

k. Receives all invoices and bills of suppliers and contractors to be forwarded to the Property Manager for approval.

l. Petty Cash Custodian

m. Follow-up monthly requisition of housekeeping consumables and office supplies.

n. Sets appointments with service contractors, unit owners, and other personnel as required.

o. Attends incoming and outgoing phone and fax messages.

p. Attends Function Room reservation, PR preparation and monitoring.

q. Responsible for compliance with government requirements such as permits, licenses. Taxes and environmental provisions

r. Performs other duties that may be assigned by the Property Manager.

s. And other assignments from the Executive Office that may increase knowledge, widen breath of experience and build on values of team members.

Required Qualifications

Education & Experience

College graduate with a degree in Business Management or its equivalent
With at least 2 years work experience in real estate industry
Sound interpersonal skills to manage diverse range of service providers and client representatives
Must be keen in details, dependable with value for high work ethics and customer service
Ability to manage multiple and complex operational matters on a daily basis
Proficient in MS Office (Word, Outlook, Excel & Powerpoint)

Other Personal Characteristics

Well-groomed & mannered and projects professionalism
With good interpersonal skills
Ability to adapt to rapidly changing situations
Ability to focus on meeting all performance targets
Strong communicator - good presentation skills & possesses strong verbal & written communication skills; also an active listener

Administrative Assistant