What This Job Involves
To support the Centre Management Team in delivering efficient day‑to‑day operations through strong administrative control, accurate financial management, and responsive tenant engagement.
This role ensures compliance with MCST requirements, timely processing of accounts and contracts, effective coordination with vendors, and smooth execution of meetings and statutory events.
Additionally, the role provides leadership to the Concierge team to maintain a professional front‑of‑house experience and uphold service quality across the development.
What Your Day-to-day Will Look Like
Administration
- Manage the application and sale of season, hourly and complimentary parking tickets including handling all enquiries, verifying, billing and reconciling payments.
- Oversee End‑of‑Trip facilities (bicycle parking, lockers, showers) including user records, access control, servicing and cleanliness.
- Maintain proper office filing system (soft & hard)
- Assist immediate supervisor in procurement including obtaining quotations for related work and services.
- Prepare and follow up on Expense Approval process.
- Assist to track and update expenses where applicable.
- Assist in contracts management and documentation.
- Track and monitor term contracts and licence expiries for all properties under our care.
- Assist to prepare Council meeting slides and minutes.
- Assist to prepare monthly management reports.
- Prepare and coordinate AGM/EGM documents, registration lists, and minutes for all multiple entities.
- Coordinate vendors such as copier/printer services, traffic marshall, water dispenser suppliers, and other building contractors.
- Organize/co-ordinate meetings and events as required.
- Keep track and maintain items necessary for the smooth functioning of the management office such as stamps, stationery, refreshments.
- Provide administrative support to Centre Management Team, such as calls, typing and filing, etc.
- Perform any other duties assigned by the immediate supervisor.
Finance
- Prepare monthly invoices and reminders for MCST and sub-MCs.
- Update debtor ledgers and respond to owner/tenant billing queries.
- Maintain full set of accounts for all three entities, including bank reconciliation and payment processing.
- Process payments to suppliers within the credit terms given or as requested by the clients.
- Maintain proper records of notes to the account of all balance sheet items including deposits, prepayments, accruals, creditors, recoverable and provisions.
- Support annual financial audit requirements for all three entities.
Tenant Relations
- Handle escalated feedback from tenants, work with respective person-in-charge to resolve the issue timely and as a team.
- Assist in conducting annual tenant surveys for office and retail tenants including developing the survey forms, soliciting participation/response, providing analyses, suggestions to improve service level and follow up with tenants on appropriate responses.
- Maintain and update tenants contact information regularly. These include directory listings, mailing list, key contact person, emergency contacts, fire wardens, etc.
- Carry out ad-hoc tasks that may be assigned as when needed.
Concierge Operations
- To lead, guide and mentor the Concierge to deliver consistent and good performance.
- Train new concierge on roles and responsibilities including system operations.
- Ensure all payments are processed and paid timely.
Required Qualifications & Experience:
- Minimum 2 years of working experience in administrative and finance support roles, with hands‑on experience in documentation handling, billing processes, basic accounting tasks, vendor coordination, and office administration.
- Excellent interpersonal skills to manage diverse range of service providers and Client representatives.
- Possess strong verbal and written communication skills.
- Experienced in handling administrative work.
- Possess initiative and professionalism with the ability to organize, prioritize work and work independently.
- Able to multi-task with good time management skills.
