Administrative Assistants (Facilities Management)

NEO GARDEN CATERING PTE. LTD.; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A property management company in Singapore is seeking a diligent individual for administrative support. The role involves assisting in feedback management, maintaining records, managing bookings for facilities, and co-ordinating meetings. Candidates should possess at least a GCE ‘N’ / ‘O’ Level or an ITE certificate in Accountancy or a related field. A proactive attitude and good computer literacy are essential. Fresh graduates are encouraged to apply, and willingness to work on alternate Saturdays is required.

Qualifications

• Experience with basic accounting is an added advantage.
• Fresh graduates are welcome to apply.

Responsibilities

• Assist in handling feedback and complaints from tenants.
• Manage bookings for building facilities like pool and gym.
• Co‑ordinate council meetings and document administration.

Skills

Pro‑active attitude

Good computer literacy

Organized and able to multi‑task

Education

Minimum GCE ‘N’ / ‘O’ Level or relevant ITE certificate

Accountancy or related discipline

Job description

Job Responsibilities

• General Duties
  • Assist in handling and maintaining proper records of feedback or complaints received from the tenants.
  • Assist the FM in petty cash management and collection of payment on a daily basis, including daily account closing for month end.
  • Manage the booking of building facilities such as swimming pool and gym.
  • Establish and maintain proper filing system to ensure smooth documentation and administration of the building.
  • Carry out regular update of the content of the notice board(s).
  • Maintain inventory of office stationery and equipment maintenance record and perform general administrative duties.
  • Co‑ordinate council meetings and general meetings as instructed by the FM.
• Other Duties
  • Attend to feedback, submit / close a work order.
  • Broadcast general messages through a portal.
  • Emergency preparedness to injury or in the event of emergency such as evacuate the building.
  • Liaise with all internal parties such as stakeholders, term contractors and security.
  • Communicate and arrange with external parties like ad hoc jobs.
  • Collection inspection report with related Purchase Order to account.
  • Prepare Letter of Award.
  • Prepare Letter of Termination.
  • Prepare Contracts.
  • Check Contractors’ with related valid information, Risk Assessment and method of statement.
  • General monthly feedback report
  • Upkeeping Emergency contact list.
  • Bookkeeping of attendance such as Security, Landscape and other vendors.
  • Verify car owners’ details, key in IU into BMS system and issuing car labels.
  • Prepare Circulars and Notices
  • Entry to facial recognition

Job Requirements

• Minimum GCE ‘N’ / ‘O’ Level or relevant ITE certificate
• Accountancy or a related discipline.
• Experience working with basic accounting will be an added advantage.
• Good computer literacy/knowledge.
• Pro‑active attitude, meticulous, organized and able to multi‑task with an understanding of building services.
• Willing to work on alternate Saturdays (half‑day).
• Fresh graduates are welcome to apply.