Preparing the “policy and procedures” set by the Property Manager.
Ensure that all daily/ weekly/ monthly/ quarterly/ yearly reports are prepared and submitted on time
Receiving and filing all reports from the heads of department
To monitor the performance of all the above staff and provide guidance and assistance where necessary and take the appropriate disciplinary action as required. Any serious problems with cleaners or security guards or other Contractors are to be immediately reported to the Property Manager
On behalf of the Property Manager, dispatching the duties to all staff in a professional manner and following up to make sure the job is done correctly.
Properly filing of Building related documents (House Rules, fit out guide...)
Arranging appointments / schedules for the Property Manager as per request.
Together with Property Manager, dealing with suppliers/ contractors for necessary operational matters as assigned.
Preparing, translation in- out correspondences; filing and efficiently retrieving all documents relating to the operation within the company.
Arranging and coordinating of meetings chaired by the Property Manager.
Preparing & distributing of memo, information and all formal correspondences issued by the Property Manager.
Handling all secretarial tasks including receiving, answering, classifying and records incoming mail, telephone, fax, documents, etc.
Supervision of Operational Departments (in cooperation with Property Manager, M&E Department and other Managers) related to Cleaning, Security Contractors and their staff; Supervision of other Contractors and Workers. & Receptionists, Maintenance Team
Dispatching information when needed to all staff in a professional manner
Taking direct instruction from the Property Manager for daily tasks.
Being the back- up of the Property Manager when he is absent to ensure the smooth operation of the Property.
Attending, taking minutes of meeting as required.
Relationship with residents:
Assist Property Manager in drawing up correspondence (letters, faxes, memos, notices...) to residents
Collect, file and report to Property Manager any complaints/incidents from residents
Provide normal daily assistance to Residents when requested
Operations report:
Management and operations of the property
Recommendations for redecoration, improvements, etc. (if any)
Progress report on any on- going works
