General Summary of Responsibilities
- Responsible for the day-to-day coordinate the maintenance and operations of the condominium / property.
- Manage all maintenance functions to the highest standard expected for the client and the subsidiary proprietors (Security, Cleaning, Landscape).
- Inspect buildings, grounds, facilities, and equipment routinely.
- Execute effective preventive maintenance programs for common properties, equipment, and facilities to prevent large restoration costs.
- Review and administration of maintenance contracts including insurance policies of the estate.
- Establish and maintain good relationship with subsidiary proprietors and occupiers of the estate.
- Ensure all residents feedbacks are attended to promptly and efficiently.
- Ensure and attends regular meetings are convened with the client and Pro-team Committee, record and circulate all minutes of the meetings promptly
- Preparation of AGM Documents.
- Prepares and attend Council Meetings and Annual General Meetings.
- Prepare and submit all necessary documents after AGMs to Building Construction Authority (BCA) or any relevant authorities as needed.
- Review performance of staff and counsel/ discipline when required.
Specific Job Requirements:
Maintenance
- Ensure effective management of the recreation facilities, common areas including car parks, landscape areas and all M&E plants, fixtures and fittings.
- Implement effective preventive maintenance programs for common properties and facilities to avoid large expensive repairs.
- Ensure high level of security, cleanliness and housekeeping.
- Oversee the administration maintenance contracts.
Insurance
- Ensure all insurance policies are renewed on time.
- File insurance claims for any damages to common property.
- Review property for insurance purpose and recommend sum insured for the various policies
Contractor / Procurement Management
- Ensure compliance with divisional policies
- Allow Competitive tendering to ensure purchases and service contracts are on competitive terms.
- Ensure compliance with warranties, guaranties and defect liabilities.
- Ensure proper co-ordination/management of renovation works.
- Ensure all purchase/ works orders issued are in order and within the budget allocated.
- Ensure effective control over all licensed contractors appointed to service the estate.
- Ensure that all orders and instructions issued by the Council either verbally or in writing are carried out promptly and efficiently.
- On site co-ordination of all plant and equipment maintenance by contractors. Prepare all tender documents, agreements, contracts and other legal documents.
- Review all contracts, agreements and insurance 3 months before their expiry and recommend renewal or call for quotation/ tender.
- Review all service providers performance.
Customer Service/ Public Relation
- Establish and maintain good relationship with subsidiary proprietors and occupiers of the condominium
Complaint Management
- Keep proper records of and attend to all complaints, queries and feedback made by the subsidiary proprietors/residents and to establish and maintain good relationship at all times.
- Ensure all residents complaints are attended to promptly and efficiently.
Financial Management
- Recommend a sound budget for each year to determine the amounts to be collected for the Maintenance Fund and Sinking Fund.
- Covenant enforcement:
(i) Effective Maintenance Fund collection.
(ii) Monitor the expenditure incurred to avoid large variation from budget.
(iii) Effective management of surplus funds through fixed deposits.
(iv) Maintaining proper book- keeping and proper accounting records.
(v) Ensuring GST returns are submitted on time.
- Advise Council if expenditure is within the budget approved at General Meetings/Monthly financial accounts/revision monthly statement.
- Ensure daily audit on petty cash management.
Facility Booking
- Ensure proper and fair booking system is carried out for the use of all the recreational facilities.
- Ensure proper records of all collection.
- Ensure monies collected are remitted to HQ Accounts Department promptly.
Meetings
- Ensure regular meetings are convened with the client and Pro-team Committee when it is formed and record and circulate all minutes of the meetings promptly.
- Ensure all correspondences, statutory notifications and enquiries are promptly handled
- Co-ordinate council meetings and general meetings.
- Prepare Minutes of Council Meetings.
- Attend Council Meetings and Annual General Meetings.
- Prepare and submit all necessary documents after AGMs to Building Construction Authority (BCA) or any relevant authorities as needed
- Vet all outgoing correspondences and minutes of meetings.
Event Management
- Plan and organize activities and decoration during major festive seasons: Chinese New Year, Hari Raya, Easter, Moon Cake Festival, National Day, Christmas.
Staff Management
- Day to day supervision of the site management staff.
- Lead and motivate team of staff to provide quality service.
- Coach and guide staff in their duties.
- Monitor attendance of staff on site.
- Review performance of staff and counsel / discipline when required.
Emergency Response
- Ensure that colleagues and service providers are briefed on emergency response procedures
- In an emergency situation which occurs after office hours, ensure all concerned parties are contacted and recalled to attend and rectify/ reset the fault quickly.
Note: Some Job duties may vary depending on site requirem
