Admin Assistant

Posted on March 19, 2025

Description

Tenant & Employee Records Management

  • Maintain an updated database of tenant information, office supplies, and other operational needs.
  • Ensure all tenant lease documents are complete before move-in and move-out.
  • Ensure incoming tenant employees’ documents are complete before issuing access cards and RFID stickers.
  • Regularly update parking and employee records in the system.
  • Send out quarterly tenant employee records for verification and ensure alignment with PMO records.

Communication & Coordination

  • Monitor daily tenant, visitor, and employee concerns and ensure they are addressed.
  • Relay tenant communication requests to the appropriate departments.
  • Release circulars and weekly newsletters to tenants.
  • Answer calls, take messages, and handle administrative concerns.
  • Liaise with tenants, admin teams, and staff regarding concerns related to building operations.
  • Communicate effectively with various levels of the organization for building-related issues.

Billing & Payment Processing

  • Ensure billing records are properly filed and uploaded to SharePoint.
  • Assist the Property Manager in monitoring service contracts of vendors and suppliers.
  • Assist in ensuring timely collection of rent, condo dues, and utility payments.
  • Issue legal notices for delinquent accounts, as needed.
  • Process request for payments for service providers, contractors, vendors, and suppliers.
  • Ensure all billings are received and processed on time.

Operations & Support

  • Assist tenants with move-in and move-out document requirements.
  • Process RFID and access card creation.
  • Assist Building Engineers in purchase requests, asset creation, and SAP transactions.
  • Ensure proper filing of all building operation documents.
  • Support emergency and crisis management drills as required.
  • Perform other duties as assigned.

Qualifications

  • Proficient in Microsoft Office (Excel, Word, PowerPoint, Outlook).
  • Strong attention to detail and good listening skills.
  • Ability to multi-task and manage time efficiently.
  • Results-focused with a high level of initiative.
  • Can work long hours, shifting schedules, weekends, and holidays as needed.
  • Excellent written and oral communication skills.
  • Good interpersonal and business communication skills.
  • Flexible, hardworking, and a team player.

Career Level

Open to fresh graduates. 2-3 years of experience in Property Management is preferred.

Education

Bachelor’s Degree in Business Administration, Office Administration, or any related field.

Apply for this position

Submit your application

I confirm that I have read and agreed to the privacy policy of Arthaland and give my consent for my information to be used for the purpose of addressing my inquiry.