Admin Assistant

360 INTEGRATED FM & SM PTE. LTD.; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A property management company in Singapore is seeking an Admin Assistant to support the Resident Manager and property management team. Responsibilities include general office administration, resident communication, and finance handling. The ideal candidate will have a diploma in Business Administration and some experience in administration, with proficiency in MS Office essential. This role is perfect for individuals looking to develop their career in property management.

Qualifications

• 0-2 years’ experience in administration, preferably in property/estate management.
• Proficiency in MS Office (Word, Excel, Outlook).
• Organised, detail-oriented, and able to handle multiple tasks.

Responsibilities

• Handle general office administration including filing and data entry.
• Attend to residents at the management office and respond to basic enquiries.
• Provide administrative support for Council and General Meetings.
• Handle petty cash reimbursements and maintain simple expense records.
• Coordinate appointments with contractors and residents.

Skills

Good communication and customer service skills

Proficiency in MS Office

Organised and detail-oriented

Education

GCE O-Level / N-Level / Diploma in Business Administration

Job description

Position Purpose

The Admin Assistant provides administrative and clerical support to the Resident Manager, Assistant Resident Manager, and property management team. He/She assists in documentation, correspondence, record-keeping, and resident communication to ensure smooth day-to-day operations of the condominium management office.

Key Responsibilities

1. Administrative Support

• Handle general office administration including filing, data entry, and record management.
• Maintain proper documentation of contracts, reports, licenses, and statutory records.
• Assist in preparing and distributing circulars, notices, and letters to residents.
• Manage office supplies and ensure the management office is well-organised.

2. Resident Communication

• Attend to residents at the management office and respond to basic enquiries.
• Receive, log, and route residents’ feedback or complaints to the appropriate officer.
• Assist in issuing acknowledgement receipts, forms, and applications (e.g., facility booking, renovation, moving in/out).

3. Meeting & Documentation

• Provide administrative support for Council and General Meetings (printing, filing, document preparation).
• Assist in typing minutes, compiling reports, and circulating approved documents.
• Maintain an organised filing system for meeting records.

4. Finance & Record-Keeping Support

• Handle petty cash reimbursements and maintain simple expense records.
• Assist in verifying invoices and preparing documents for processing.
• Maintain logs of resident accounts/receipts under supervision of the management team.

5. Coordination & Support Duties

• Coordinate appointments and follow-ups with contractors, residents, and Council members when directed.
• Support the estate management team in administrative tasks and special projects.
• Assist in maintaining an updated contact list of residents, contractors, and service providers.

Reporting Structure

• Reports to: Resident Manager / Assistant Resident Manager / Property Executive
• Supervises: Nil

Qualifications & Requirements

• GCE O-Level / N-Level / Diploma in Business Administration or related field.
• 0–2 years’ experience in administration, preferably in property/estate management (internship/entry-level acceptable).
• Proficiency in MS Office (Word, Excel, Outlook).
• Good communication and customer service skills.
• Organised, detail-oriented, and able to handle multiple tasks.