Property Executive

Property Executive (Roving PE)

Overview

In this role you will be involved in the overall business of the company which includes the property management, accounting and administrative function. You will also be responsible for the development of strong client relationships as well as providing high standards of property management services at all times.

Property Management and Maintenance

• Manage and maintain the property and keep it in a state of safe, good and operational condition
• Ensure compliance of all relevant legislation, standards and requirements governing the maintenance and management of buildings in Singapore, including customary business practices
• Implement and regulate all instructions, by-laws and laws permitted under the requirements of BMSMA and House rules
• Liaise, schedule, supervise and conduct routine inspections of the property, grounds, facilities and equipment to ensure that the property is properly maintained and serviced by staff and/or contractors
• Prepare, implement and review checklist and preventive maintenance programmes for the property; liaise with property developers, consultants, architects, contractors during TOP and POST TOP for new developments
• Respond to after office hour emergency calls, messages and emails and take appropriate actions

Business Planning and Management

• Organise and plan day-to-day operations of site/s
• Ensure the effective development and execution of site objectives
• Maintain an up to date contract overview and evaluate renewals and/or new contracts and agreements and make recommendations prior to expiry and/or purchase of contracts
• Liaise with council members as well as convene and attend Council Meetings, Annual General meetings and other types of meetings involved
• Attend other site’s Annual General Meetings as directed by management
• Engaged with prior approval of and on behalf of the management council, contractors, solicitors, auditors, surveyors, architects, engineers and other professional services, as it may deem desirable or necessary to carry out its duties
• Participate in business development and corporate strategies where appropriate

Administrative Management

• Solicit and analyse quotations from contractors for repairs, renovations and maintenance works
• Prepare notices, documents and/or meeting minutes for Council Meetings, Annual General meetings and other types of meetings involved
• Prepare circulars, notices, reminders and/or letter of awareness for residents or for notice display
• Maintain proper documentations and inventories such as drawings, floor plans, equipment manuals, keys etc. and control the movement of such assets and documents
• Prepare and submit reports and/or claims timely and accurately

Relationship Management

• Develop, manage and maintain strong and healthy relationships with clients, contractors, regulators, employees and organisations
• Advise and provide guidance to council members and residents of all matters regarding the affairs of the estate and MCST
• Deal with all inquiries, complaints, reports and correspondence relating to the administration of the Council, its property and subsidiary proprietors following management rules and regulations
• Ensure the immediate resolution of operational issues and complaints
• Inform and educate residents of the need to comply with house rules and by-laws to ensure harmonious condominium living
• Develop a thorough knowledge of all estates assigned
• Be aware of industry trends and developments and the effect it might have on the estate as well as business
• Involve in project improvements and upgrading of the estate
• Ensure the process of continuous improvement is in place
• Ensure the effective implementation of the customer relations best practice plan
• Create an environment of innovation and continuous improvement targeted toward improved service and increased efficiency
• Request and coordinate resources in supporting the on-site operations
• Ensure sharing of best practice across all sites
• Support and participate in any corporate and business unit initiatives
• Prepare annual detailed budget for maintenance fee and sinking fund for the estate
• Collect, demand and recover on behalf of the company and/or council all monies due, to take necessary steps including legal proceedings to recover such sums as directed by or subject to the approval of the company and/or council
• Oversee requisitions for quotations to ensure proper cost control
• Verify contractors and suppliers’ invoices with respect to their quotations and work completion before authorising invoices for