Lift Administrative Assistant

Ang Mo Kio Town Council; Hong Kong; On-site; HKD 219,000 - 342,000; Full time

Job summary

Ang Mo Kio Town Council is seeking a Lift Administrative Assistant to support the Lift Maintenance Team with records, scheduling and stakeholder engagement.

The role involves coordinating with contractors and residents, ensuring regulatory compliance and smooth service delivery. A 2–5 year background in facilities or building maintenance is preferred, with strong MS Office skills and data management abilities.

Qualifications

• GCE A Level, NITEC, Higher NITEC, Diploma or equivalent qualification.
• Diploma in Business Administration, Facilities Management, Engineering, Building Services or related disciplines is advantageous.
• WSQ certifications in customer service or administration.
• 2–5 years of experience in facilities management or building maintenance with basic lift knowledge.
• Experience working with contractors and residents and familiarity with Town Council operations advantageous.
• Proficient in MS Word, Excel, PowerPoint and Outlook; strong document control skills.

Responsibilities

• Maintain and update lift maintenance records, contracts, service reports, certificates, defects, quotations, works orders, invoices and inspection documents.
• Prepare correspondence, reports, meeting minutes and presentations.
• Manage filing systems (physical and electronic).
• Track maintenance schedules, repairs and upgrading milestones.
• Monitor expiries of contracts, insurance and statutory certificates.
• Record and track complaints, feedback and follow up actions.
• Coordinate routine maintenance with lift contractors and follow up on breakdowns.
• Track lift defects, downtime and maintenance records; ensure contract compliance.
• Assist with lift enhancement, upgrading, cyclical and replacement activities.
• Engage residents regarding lift shutdowns, repairs and upgrades.

Skills

Administrative coordination

Stakeholder communication

Record keeping

2–5 years facilities management

Contract administration

Data entry

Attention to detail

Time management

Education

GCE A Level / NITEC / Higher NITEC / Diploma

Diploma in Business Administration or related disciplines

WSQ certifications in customer service or administration

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Document control systems

Database management

Job description

Ang Mo Kio Town Council (AMKTC) is 1 of the biggest Town Council in Singapore and manages/improves the public residential and commercial properties in 7 divisions; namely Teck Ghee, Cheng San, Ang Mo Kio-Hougang, Seletar-Serangoon, Buangkok-Fernvale South, Kebun Baru SMC and Yio Chu Kang SMC. We aim to make AMKTC an ideal place to live, work and play, and to provide and maintain a safe and conducive living environment for our residents while ensuring the highest level of service and professionalism.

We have recently embarked on a transformation journey to improve our services to our residents and deliver the 4 Greats to all our staff and residents:

1. A Great Place to Serve, where our staff are empowered and enabled to make a positive impact to the lives of our residents we serve and colleagues we support.

2. A Great Place to Learn, where none of us is as good as all of us. We learn and support one another everyday.

3. A Great Place to Have Fun, where work is interesting, challenging and purposeful, and everyday is filled with joy.

4. A Great Place to be the Best, where all of us can realise our fullest potential and achieve great things together!

We have an immediate opening in a Lift Administrative Assistant in Ang Mo Kio Town Council. The Lift Administrative Assistant is a direct hire by AMKTC and is responsible in providing administrative and operational support to the Lift Maintenance Team, ensuring efficient management, maintenance, upgrading and regulatory compliance of lifts within the Town Council. The role involves coordinating with lift contractors, residents, government agencies, and internal departments while maintaining accurate records, contact management, timely follow up and supporting service delivery.

Responsibilities include, but are not limited to:

Administrative Support

• Maintain and update lift maintenance records, contracts, service reports, certificates, defects, quotations, works order, invoices and inspection documents.

• Prepare correspondence, reports, meeting minutes, and presentations.

• Manage filing systems, both physical and electronic.

• Track maintenance schedules, repairs and upgrading milestones.

• Monitor expiry dates of maintenance contracts, insurance policies, and statutory certificates.

• Record and track complaints, feedback and follow up actions.

Lift Maintenance Coordination

• Coordinate routine maintenance works with lift contractors and breakdown follow ups with contractors.

• Track lift defects, downtime and maintenance records.

• Monitor submission of service reports, quotations, works order, invoices and ensure compliance with contract requirements.

• Assist in implementation of Lift Enhancement, Upgrading, Cyclical and Replacement activities.

• Follow up on outstanding defects and repair works.

Resident and Stakeholder Engagement

• Attend to residents’ enquiries, complaints, and feedback related to lift services.

• Coordinate with residents regarding lift shutdowns, repair works, and upgrading projects.

• Prepare notices and circulars for residents.

• Liaise with grassroots organizations and residents during lift-related projects.

Regulatory and Compliance Administration

• Maintain records required by regulatory authorities.

• Ensure compliance with Town Council financial rules and procedures.

• Ensure lift maintenance documentation complies with regulations from the Building and Construction Authority (BCA).

• Track inspection schedules and certification renewals.

• Assist in audits and compliance reviews.

Financial and Procurement Support

• Process invoices from lift contractors and service providers.

• Verify supporting documents before payment processing.

• Assist in preparing quotations, tender documents, and contract administration.

• Maintain expenditure records and budget utilization.

• Maintain proper financial records for audit purposes.

• Support preparation of cost reports and annual budgeting exercises.

Data Management and Reporting

• Update lift inventory databases.

• Generate monthly maintenance and performance reports.

• Track breakdown statistics, response times, and contractor performance indicators.

• Prepare management reports updates.

Emergency Response Support

• Assist in coordinating responses during lift breakdowns and lift entrapment incidents.

• Maintain emergency contact lists.

• Monitor contractor response and rectification timelines.

• Escalate urgent matters to supervisors where necessary.

What we need from you and the required skills:

Educational Requirements

• GCE ‘A’ Level, NITEC, Higher NITEC, Diploma, or equivalent qualification.

• Diploma in Business Administration, Facilities Management, Engineering, Building Services, or related disciplines is advantageous.

• WSQ certifications in customer service or administration.

Experience Requirements

• 2–5 years of experience in either; facilities management, building maintenance, basic knowledge of lift systems and facilities management, property management, an advantage and engineering administration

• Experience working with contractors and residents, and familiarity with Town Council operations would be highly advantageous.

Technical Skills

• Administrative Skills; Microsoft word, excel & power point, outlook and email management, document control and records management.

• Contract administration; Maintenance scheduling, data entry and database management, report preparation.