Administrative Assistant

JONES LANG LASALLE PROPERTY CONSULTANTS PTE LTD; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A leading property management firm in Singapore is seeking a dedicated administrative officer to assist with day-to-day tasks, manage tenant communications, and handle complaints. The ideal candidate should be proficient in Microsoft Office applications and possess strong organizational skills. Responsibilities include coordinating events, managing records, verifying invoices, and tracking tenant payments. This role is crucial in ensuring smooth operations and effective communication within the property.

Qualifications

• Experience in handling complaints and general administrative tasks.
• Ability to work with site information and maintain records.
• Knowledge in vendor invoice processing.

Responsibilities

• Assist in day-to-day administrative duties.
• Coordinate with the SO Rep on event logistics.
• Manage Call Centre during office hours.
• Verify invoices for completed works.
• Handle tenant and public enquiries.
• Track and follow up on tenant arrears.

Skills

Proficient in Microsoft Word

Proficient in Microsoft Excel

Proficient in Microsoft PowerPoint

Good communication skills

Job description

• Assist the Building Manager and Property Officers in the day-to-day administrative duties.

• Be proficient in handling complaints with good knowledge of computer applications like Microsoft Words, Excel and Power Point.

• Coordinate with the SO Rep on events setup and logistic support including the reservation of car park lots and vehicle clearance

• Man the Call Centre during Normal Office Hours and be proficient in handling complaints with good knowledge of computer applications like Microsoft Word, Excel and Power Point.

• As part of the Company Emergency Response Team (CERT) as and when required.

• Assist in consolidation and reporting of FM spend under the responsibility of JLL

• Ensure site documentations and filling are in order

• Handle general administrative works for HDB sites

• Manage and maintain proper records of site information and register of tenants’ particulars and information

• Verify invoices for works completed and goods received.

• Work with HQ finance and site team in vendor invoices processing

• Handle tenants and public enquiries and feedback through calls, email, walk-up )

• Administrate tenants air-con extension billing (if required)

• Issuance of Purchase Order to vendors through HDB system

• Assist with tenants communications, preparation of circulars and managing of tenants correspondences

• Handles events request and coordinate team standby

• Manage and maintain proper records of site information and register of tenants’ particulars and information

• Co-ordinate, carry out and attend to promotional activities such as gift redemption, etc

• Track tenants arrears, follow up with tenants on arrears payment as well as update arrears report

• Any other duties as and when assigned