Administrative Assistant

Job Summary

We are looking for an Administrative Assistant to support the day-to-day administration of a condominium Management Office. The role involves regular interaction with residents, owners, tenants, and contractors, as well as maintaining estate records and supporting the Condominium Manager.

Responsibilities

Greet and assist residents, owners, tenants, and contractors at the Management Office to address their inquiries and requests

Manage telephone calls, emails, and general correspondence to ensure timely and professional communication

Process applications for renovation works, moving activities, access cards, vehicle registration, facility bookings, and other estate matters accurately

Maintain and update resident information, estate records, registers, and filing systems to ensure data accuracy and accessibility

Record residents' feedback and requests, and follow up to ensure resolution and satisfaction

Prepare and distribute notices, circulars, and other estate communications to keep residents informed

Assist in maintaining collection records and supporting documentation for financial tracking

Collate invoices and supporting documents for payment processing to support financial operations

Maintain petty cash records and receipts to ensure accurate financial reporting

Support administrative record-keeping related to contracts, licenses, and insurance for compliance and reference

Monitor and replenish office stationery and administrative supplies to maintain smooth office operations

Provide administrative support for Council Meetings, General Meetings, and other estate meetings, including preparation and documentation

Perform general administrative duties to ensure the efficient operation of the Management Office

Required competencies and certifications

Able to communicate clearly and professionally in English and Mandarin to engage effectively with Mandarin-speaking residents, owners, and contractors

Preferred competencies and qualifications

GCE 'O' Level / N-Level / Higher Nitec or equivalent

Previous administrative or customer service experience

Comfortable using Microsoft Office applications and computerized systems

Good organisational and record-keeping skills

Ability to work independently and collaboratively within a small site team

Experience working in a condominium, MCST, or property management environment