Administrative Assistant

UNITY FM PTE. LTD.; Singapore; On-site; SGD 24,000 - 42,000; Full time

Job summary

UNITY FM PTE. LTD. in Singapore seeks an Administrative Assistant to support day-to-day administration of a condominium Management Office.

The role involves interacting with residents, owners, tenants, and contractors, as well as maintaining estate records and assisting the Condominium Manager. You will handle communications, process applications for renovations and access cards, manage records, and prepare notices.

Qualifications

• GCE 'O' Level / N-Level / Higher Nitec or equivalent.
• Experience in administrative or customer service roles.
• Proficient with Microsoft Office applications and computerized systems.
• Strong organizational and record-keeping abilities.
• Ability to work independently and in a small team on site.
• Experience in condominium, MCST, or property management environments.

Responsibilities

• Greet and assist residents, owners, tenants, and contractors at the Management Office to address inquiries.
• Manage telephone calls, emails, and general correspondence for timely, professional communication.
• Process applications for renovation works, access cards, vehicle registration, and facility bookings.
• Maintain resident information and estate records for accuracy and accessibility.
• Record residents' feedback and follow up to ensure resolution and satisfaction.
• Prepare notices, circulars, and estate communications to keep residents informed.
• Assist in maintaining collection records and supporting documentation for financial tracking.
• Collate invoices and supporting documents for payment processing and petty cash records.
• Support administrative records for contracts, licenses, and insurance for compliance.
• Monitor and replenish office stationery and supplies to maintain smooth operations.
• Provide administrative support for council and general meetings, including preparation and documentation.
• Perform general administrative duties to ensure efficient operation of the Management Office.

Skills

Bilingual English/Mandarin

Education

GCE 'O' Level / N-Level / Higher Nitec or equivalent

Tools

Microsoft Office

Job description

Job Summary

We are looking for an Administrative Assistant to support the day-to-day administration of a condominium Management Office. The role involves regular interaction with residents, owners, tenants, and contractors, as well as maintaining estate records and supporting the Condominium Manager.

Responsibilities

• Greet and assist residents, owners, tenants, and contractors at the Management Office to address their inquiries and requests
• Manage telephone calls, emails, and general correspondence to ensure timely and professional communication
• Process applications for renovation works, moving activities, access cards, vehicle registration, facility bookings, and other estate matters accurately
• Maintain and update resident information, estate records, registers, and filing systems to ensure data accuracy and accessibility
• Record residents' feedback and requests, and follow up to ensure resolution and satisfaction
• Prepare and distribute notices, circulars, and other estate communications to keep residents informed
• Assist in maintaining collection records and supporting documentation for financial tracking
• Collate invoices and supporting documents for payment processing to support financial operations
• Maintain petty cash records and receipts to ensure accurate financial reporting
• Support administrative record-keeping related to contracts, licenses, and insurance for compliance and reference
• Monitor and replenish office stationery and administrative supplies to maintain smooth office operations
• Provide administrative support for Council Meetings, General Meetings, and other estate meetings, including preparation and documentation
• Perform general administrative duties to ensure the efficient operation of the Management Office

Required competencies and certifications

• Able to communicate clearly and professionally in English and Mandarin to engage effectively with Mandarin-speaking residents, owners, and contractors

Preferred competencies and qualifications

• GCE 'O' Level / N-Level / Higher Nitec or equivalent
• Previous administrative or customer service experience
• Comfortable using Microsoft Office applications and computerized systems
• Good organisational and record-keeping skills
• Ability to work independently and collaboratively within a small site team
• Experience working in a condominium, MCST, or property management environment