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Administrative Executive

2 months ago

Downtown Core, Singapore 8M Real Estate Pte. Ltd. Full time

General Administrative Duties:

  • Manage incoming calls, emails, and inquiries. This may involve directing calls to appropriate personnel, answering routine questions, and scheduling appointments.
  • Create, maintain, and organize facility-related documents, such as maintenance logs, tenant records, and meeting minutes. Ensure these documents are accurate, up-to-date, and readily accessible.
  • Manage calendars for facility managers and other staff, scheduling meetings, appointments, and facility inspections.
  • If applicable, arrange travel and logistics for facility personnel, including booking flights, hotels, and car rentals.
  • Be the first point of contact for external visitors and guests; providing good hospitality by escorting to meeting rooms and serving refreshments as part of receptionist duties.
  • Support catering for special events and other meetings as required. Ensure meeting rooms are operating and well-organised.
  • Oversight of all service contracts within office operations, such as photocopier, storage, sanitary, maintenance etc.
  • Pantry and stationery management, including sourcing for options, costs management and ensuring supplies are sufficient.
  • Manage/Support door access control system including registration for new hires.
  • Mail distribution and arranging for courier services.
  • Any ad-hoc works in relation to office operations.

Property Management Support:

  • Assist procurement manager with issuing/processing work orders for maintenance requests, repairs, and other property/facility needs. This may involve collecting information, communicating with vendors, and tracking the progress of work orders.
  • Facilitate communication between property/facility managers and vendors, assisting with scheduling appointments and following up on service requests.
  • Assist with preparing reports on property/facility operations, such as maintenance costs. May also be responsible for data entry into property/facility management software systems.
  • To maintain monthly records for utility charges incurred property/facility-wide.

Job Requirements

  • Candidate must possess at least a diploma in business administration or equivalent
  • At least 3 years of work experience preferably in real estate industry
  • Team player, with a positive and pleasant personality
  • Good verbal communication and negotiation skills
  • Proficient in Microsoft Office (Word, Excel, PowerPoint)
Summary of role requirements:
  • Looking for candidates available to work:
    • Monday: Morning, Afternoon
    • Tuesday: Morning, Afternoon
    • Wednesday: Morning, Afternoon
    • Thursday: Morning, Afternoon
    • Friday: Morning, Afternoon
  • 2-3 years of relevant work experience required for this role
  • Working rights required for this role
  • Expected salary: $3,000 - $4,500 per month