The Administrative Executive is responsible for providing comprehensive administrative support to the operations team to ensure smooth and efficient office operations.
Key Responsibilities:
- Provide high-level administrative support to the operations team, including conducting research, preparing reports, handling information requests, and performing general clerical duties such as drafting correspondence and coordinating meetings.
- Train and supervise junior administrative/clerical staff, ensuring work is carried out efficiently and in accordance with company standards.
- Possess a good understanding of Property Executive duties to effectively coordinate appointments and respond to queries, feedback, and complaints from clients and contractors.
- Ensure the office is run efficiently and in an organized manner, including maintaining proper filing systems (both physical and digital), managing schedules, and coordinating meetings.
- Handle all correspondence, filing, telephone enquiries, and complaints in a professional and timely manner.
- Assist in updating the accounting system, including recording cheque payments and related transactions.
- Manage bookings for estate facilities such as function rooms and BBQ pits.
- Update and maintain monthly maintenance schedules for various sites.
- Maintain and update records such as term contractor lists, insurance policies, and license renewals for different estates.
- Prepare and type letters, reports, tender documents, and other administrative documentation.
- Organize and maintain both physical filing systems and digital records on company servers.
- Oversee and guide Administrative Assistants in their daily tasks and workflow.
- Arrange venues and coordinate logistics for Annual General Meetings (AGMs) and estate-related events.
- Manage office supplies, including ordering stationery, handling photocopying and postage, and maintaining proper stock levels.
- Maintain overall office efficiency by implementing and improving administrative systems, including basic website updates where required.
- Perform any other administrative and secretarial duties as assigned by Management from time to time.
