Assistant Manager, Administration

Job purpose To be the primary administrative support for the Asset Management & Leasing department at all the venues and ensure that the day to day office (PMO) administration runs smoothly To supervise and manage the admin team within the departmentDuties and responsibilitiesLease Administration To assist Leasing staff in preparation of venue hire/lease agreements (when needed), including following up on the return of signed copies, receipt of monies/deposits and banking in To assist Leasing staff to follow up on the refund of deposits to hirers/tenants To keep proper filing system of signed contracts, both hard and soft copies (soft copies should be saved in the shared drive) To update marketing collaterals for leasing use To maintain and update the list of ‘blacklisted’ tenants (tenants who have bad debts) To assist in the stamping of lease documents (for commercial leases) To conduct annual UEN checks to ensure no illegal registration of companies at our premisesMaintaining Office/Pantry/First aid supplies and equipment at CMO/PMO To ensure the Centre Management Office (CMO) / Place Management Office (PMO) is stocked with necessary supplies and that all equipment is working and properly maintained; Purchase orders to be collated from all CMO/PMO on a monthly basis To keep proper records of the inventories, ensuring the purchases are managed meticulously To check that office equipment are functional, eg. Photocopier/printer are operational (toners are not run out and to replace if necessary and to report any breakdown immediately) To replenish copier paper, staples, letterheads, etc in machine room and common areas To ensure that pedestal / cabinet keys system is well managed and controlledSupervision To lead and oversee the day-to-day operations of the administrative department and staff members within the department To develop, review, and improve administrative systems, policies, and procedures To supervise the administrative staff by communicating job expectations, appraising job results, and providing guidance in achieving objectives set for the departmentFacilities Management To prepare utility recharges To process FM purchase requests and purchase orders To send approved PO to Vendor To update Expense Spreadsheet Calculation and preparation of claw-back as and when required To purchase and keep stock of FM T-shirtsOpenCall Exercise To provide administration support during the Open-Call exercises To respond to IT related issues faced by applicants with regards to the online open call portal Respond to public on enquiries to the open call or forward to the relevant staff if necessaryOther duties To provide the relevant logistics required for meetings, when required To maintain and update department’s contact details To liaise with HR on the replenish of name cards for the department To provide admin. support to new onboarding staff (of AML) at CMO/PMO, eg. providing access card, telephone, name cards, etc To assist to source for quotes for purchase orders, when required Monitor and record IT assets for AML (Staff issued laptops/monitors, etc.) Raising of Power Apps requests as and when required To organize Teambuilding events for Asset Management & Leasing Department To perform any other administrative duties from time to time as assigned by the HOD and the management.QualificationsEducation Minimum Diploma and aboveExperience Preferably 5 years of relevant working experience with supervisory experience. [Administrative in areas of Facilities Management and/or Leasing will be an advantage]Skills Strong ownership, leadership and resourcefulness Strong proficiency in Microsoft Word, Excel and Powerpoint Good written/spoken communication skills (in English) Good communication skillsOthers Meticulous and systematic in documentation and filing, and good follow up skills as well as strong planning and organizational skills with the ability to multi-task Have initiative, independent and well-organised High degree of commitment and a good team player

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