Administrative Assistant (On Site) - Asset Services
Key roles and responsibilities of the Administrative Assistant of Asset Services are:
To carry out the daily duties at the property you are assigned to.
ESSENTIAL DUTIES
- To handle the overall office administration matters including the coordination of service vendors for the provision of office supplies and equipment system services.
- To coordinate and handle the overall site administration matters such as staff welfare, training, recruitment, career development, etc.
- To manage all the office machines and equipment system maintenance contract and renewal as well as service repairs and other upgrading/ enhancement projects;
- To act as the document controller for the incoming and outgoing correspondence and maintain the up-to-date filing system of all documentary administration in various aspects for the entire office operations in compliance of ISO procedures;
- To assist in the payroll documentation preparation;
- To keep the updated staff movement and leave records and attendance records, etc.
- To arrange the staff recruitment, interviews and follow up action with the HR Headquarters in compliance with ISO procedures;
- To manage the petty cash requisition from Senior Centre Manager and prepare reconciliation accounting reports;
- To liaise with all team heads and provide clerical support to their dispatch of outgoing correspondence such as letters, circulars, tender documents, etc.
- To handle telephone calls, service requests and complaints in professional and friendly manner;
- To manage all the soft services in Commercial Building;
- To perform the cashier function and prepare the bank in receipt forms to Accounting team for follow up action;
- To administrate the receipts and prepare the monthly/daily reports on the receivables from the extra a/c income ; car parking license fee income; management fee income; handy man charges, etc.
- To handle, track and monitor all complaints and requests for services by the tenants;
- To manage the filing system, documentation and coordination of operational reporting;
- To perform other additional office support and administrative works assigned by the seniors and supervisors.
REQUIREMENTS
- Form 7 or above;
- With working experiences in customer service/administration work, preferably in commercial building;
- Proficiency in MS Word, Excel, PowerPoint, and Chinese Word Processing;
- Excellent telephone manner, presentation & customer handling skills;
- Excellent command of spoken and written English and Chinese; other language will be definitely an advantage.