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 department

**Duties and responsibilities
**Lease 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 premises

**Maintaining 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 controlled

**Supervision
- 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 department

**Facilities 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-shirts

**OpenCall 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 necessary

**Other 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.

**Qualifications
Education
- Minimum Diploma and above

Experience

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 skills

Others
- 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