Property Executive

3 weeks ago

Singapore Jones Lang Lasalle Property Consultants Pte Ltd Full time
DUTIES & RESPONSIBILITIES

Administration
  • To review all incoming letters and ensure follow-up actions are taken especially on complaints.
  • To vet/prepare all outgoing correspondence and minutes of meetings.
  • To prepare weekly/monthly meeting documents.
  • To input daily utilities consumption and any relevant data needed to produce reports for immediate superior.
  • To organize social events & meetings.

Operational Matters
  • To review, and if necessary, recommend and implement changes to operations procedures.
  • To set and define standards required of non-maintenance matters, such as security guards and cleaners' uniforms, management office, work place security, cleaners' store, etc.
  • To review all areas regularly to determine whether cost - saving measures can be implemented without compromising on quality, durability or effectiveness.
  • To set up a monitoring system to track repairs and replacements for regular update/check and control for any excessive occurrence.
  • To monitor and detect any irregular utilities consumption and take appropriate actions when necessary.
  • To follow up on matters after meetings.
  • To review procedures on imposition of fines against contravention of House Rules by contractors or tenants.
  • To set up inspection schedules on defects, cleanliness and other term contract works.
  • To liaise with Property Executive (M&E) and tenants on matters related to M&E services.
  • To arrange for handling of emergency situations such as power failure, burst pipe, gas leaks etc.
  • To review and update House Rules & Site Supplement if necessary recommend.
  • To attend meetings with clients, term contractors or ay other meetings as assigned by the Immediate Superior and to record and put up minutes.
  • To prepare and submit all necessary documents to Building Construction Authority (BCA) or any relevant authorities as needed.
  • To keep updated records of all those warranties that are still in force.
  • To conduct daily checks to ensure that the common areas are maintained like cleaning, landscaping, etc.
  • To conduct regular inspections with the term contractors (cleaning, pest control, fire protection system, lift, etc) to ensure that the services are carried out / maintained to the standard set by the Management and or the authorities.
  • To conduct daily checks on common property whether or not maintained by a term contractor to ensure their soundness and proper maintenance.
  • To inspect/supervise/test plumbing fittings periodically to uncover any defects, by-pass timers and controls periodically to turn on lights to check for defective ones.
  • To propose / recommend improvement, repairs and upgrading works when appropriate and ensure that such are carried out properly when approved.
  • To monitor and furnish regular reports on any intrusions, irregularities or unsafe practices.
  • To set procedures and contact numbers of persons to be contacted for dealing with emergency situations such as burst pipe, fire, power failures, structural damage, etc.

Tenancy Management
  • Help coordinate tenant move-ins and move-outs.
  • Build positive relationships with co-workers, clients and tenants.
  • Respond to tenant needs and maintain positive relationships and high retention levels with all tenants.
  • Liaise with tenants on repairs and maintenance works

Energy Management
  • To monitor utilities consumption and take corrective measure if necessary for any irregularities.
  • To review and recommend for approval cost-saving or cost-effective measures to reduce consumption.

Emergency Situation
  • To lay down procedures and contract numbers of persons to be contacted for dealing with emergency situations such as pipe burst, fire, power failures, structural damage, etc.
  • To ensure the implementation and maintenance of the OMS system in accordance to establish organizational standard.

Reporting & Budgeting
  • Prepare accurate, timely and complete reports, including monthly performance reports and variance reports for review by senior management
  • Prepare annual budgets and quarterly reforecasts relating to the operating expenditure under your charge.
  • Manage all accounts payable for the property, including collection, routing and approval of invoices
  • Review and reconcile ground lease rent and common area maintenance (CAM) recovery charges as needed.
  • Respond to problems and concerns and ensures compliance with rules and regulations

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