Assistant Operations Manager ( Commercial / Central / 5 Days)

Administration

. To review all incoming letters and ensure follow-up actions are taken especially on complaints.

. To vet/prepare all M&E submission.

. To prepare weekly/monthly meeting documents and reports

. To input daily utilities consumption and any relevant data needed to produce reports to client

Operational Matters

. To review, and if necessary, recommend and implement changes to operations procedures.

. To set and define standards required of maintenance matters

. To review all areas regularly to determine whether cost - saving measures can be implemented without compromising on quality, durability or effectiveness.

. To set up a monitoring system to track repairs and replacements for regular update/check and control for any excessive occurrence.

. To follow up on matters after meetings.

. To set up inspection schedules on defects, cleanliness and other term contract works.

. To liaise with vendors, teams and tenants on matters related to Tenancy and M&E services.

. To arrange for handling of emergency situations such as power failure, burst pipe, gas leaks etc.

. To review and update House Rules & Site Supplement if necessary recommend.

. To attend meetings with clients, term contractors or any other meetings as assigned by the Immediate Superior and to record and put up minutes.

. To prepare and submit all necessary documents to Building Construction Authority (BCA) or any relevant authorities as needed.

. To keep updated records of all those warranties that are still in force.

. To conduct daily checks to ensure that the common areas are maintained like cleaning, landscaping, etc.

. To conduct regular inspections with the term contractors (cleaning, pest control, fire protection system, lift, etc) to ensure that the services are carried out / maintained to the standard set by the Management and or the authorities.

. To conduct daily checks on common property whether or not maintained by a term contractor to ensure their soundness and proper maintenance.

. To inspect/supervise/test plumbing fittings periodically to uncover any defects, by-pass timers and controls periodically to turn on lights to check for defective ones.

. To propose / recommend improvement, repairs and upgrading works when appropriate and ensure that such are carried out properly when approved.

. To monitor and furnish regular reports on any intrusions, irregularities or unsafe practices.

. To set procedures and contact numbers of persons to be contacted for dealing with emergency situations such as burst pipe, fire, power failures, structural damage, etc.

Tenancy Management

. Help coordinate tenant move-ins and move-outs.

. Build positive relationships with co-workers, clients and tenants.

. Respond to tenant needs and maintain positive relationships and high retention levels with all tenants.

. Liaise with tenants on repairs and maintenance works or fitting-out works.

Energy Management

. To monitor utilities consumption and take corrective measure if necessary for any irregularities.

. To review and recommend for approval cost-saving or cost-effective measures to reduce consumption.

Emergency Situation

. To lay down procedures and contract numbers of persons to be contacted for dealing with emergency situations such as pipe burst, fire, power failures, structural damage, etc.

. To ensure the implementation and maintenance of the OMS system in accordance to establish organizational standard.

Reporting & Budgeting

. Prepare accurate, timely and complete reports, including monthly performance reports and variance reports for review by senior management

. Prepare annual budgets and quarterly reforecasts relating to the operating expenditure under your charge.

. Manage all accounts payable for the property, including collection, routing and approval of invoices

. Review and reconcile ground lease rent and common area maintenance (CAM) recovery charges as needed.

. Respond to problems and concerns and ensures compliance with rules and regulations