Operations Admin Executive

7 days ago

Central Region, Singapore Coliwoo Property Management Pte Ltd Full time $3,000 - $60,000 per year

Job Responsibilities

Operations & Facility Support

  • Handle enquiries and follow up actions related to Property Management System (PMS) and other operational systems.
  • Support Operations Admin Executives (OAEs) across all Coliwoo sites during their absence or as required.
  • Provide additional support to Operations Executives where needed.
  • Monitor daily functionality of facilities and liaise with contractors, maintenance, and housekeeping teams on operational matters.
  • Collaborate with onsite teams to ensure proper training is conducted and standards are maintained.
  • Oversee maintenance team orders and claims submissions, ensuring timely processing and accuracy.
  • Oversee inventory management and maintain accurate records of office supplies.

Administrative & Reporting

  • Monitor and update various tracking files and records from all sites.
  • Provide administrative support as and when required.
  • Compile and submit accurate weekly and monthly reports in a timely manner.
  • Maintain and update Property Management System (PMS) data, including automation of operational documents for efficiency.
  • Manage tenant-related documentation for in-house and incoming tenants (e.g., background checks, tenancy agreements, security deposits, tenant particulars).
  • Liaise with Marketing to consolidate and prepare the Weekly Sales Report.

Tenant & Customer Relations

  • Coordinate with tenants on special requests or appeals (e.g., pre-termination, replacement requests) ensuring alignment with company policies and SOPs.
  • Communicate with tenants to ensure prompt payment of arrears.
  • Prepare, organize, and issue monthly statements of account to tenants accurately and on time.

Finance

  • Monitor monthly arrears and generate weekly ageing reports.
  • Execute credit control actions, including issuance of late fee credit notes.
  • Present and escalate outstanding credit issues to Management during monthly meetings.
  • Liaise with Finance and external companies for the issuance of monthly invoices.

Ad-hoc Duties

  • Perform other assignments and responsibilities as required from time to time

Job Requirements

  • GCE 'O' Level or Diploma qualification.
  • Proficient in PC skills with a hands-on, practical approach to work.
  • Quick-thinking, resourceful, and able to take initiative.
  • Strong communication skills with a customer service–oriented attitude.
  • Hands-on and operations-minded attitude
  • Able and willing to work after office hours and on weekends attending to urgent maintenance / facilities work when require.
  • Related experiences will be a plus.

We regret to inform that only candidates who are shortlisted will be contacted.

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