Assistant - Administration (Front Office)

Sunway PFM is HIRING!

Sunway Property & Facilities Management (Sunway PFM Sdn Bhd) is the Sunway Group’s asset management firm which was established in 1991. The company presently manages a diversified portfolio of 32 million sq ft of build-up real estate space comprising office, retail, hospitality, medical, residential and education developments. The organization’s team comprises 160 professional and technical employees. The team is driven by clear core values, vision, and mission. The strong engineering capabilities of the Sunway PFM team is a key market differentiator where its building maintenance team carries out preventive and predictive maintenance to ensure optimal asset performance and long-term life cycle maintenance costs.

Job Responsibilities:

Administrative Support – Building Maintenance & Management

• To provide efficient and organised administrative support to the PE / Supervisor on the day-today operation of the Property and setting reminder to all staff / vendors of the duties and responsibilities to be carried out on routine inspection.

• Responsible for the general administration and recording of the management office, in relation to:

  • Purchase Order System
  • Charges, Sinking Fund, Utilities and other billings
  • Daily Collections Reporting
  • Electronic Payment Control System (ePCS) data entry and submission for expense claim
  • SPFM Apps and/or other web-based applications.

Communication with Tenant / Occupant Management

• Maintain good rapport with tenants / occupants / other stakeholders of the Property via effective communication such as notices and official correspondences.
• To attend and distribute service requests and ensure update upon completion / closure of the request.
• To perform Credit Control reminders, follow up calls to tenants / occupants on outstanding charges / billings.

Service Vendor Management

• To liaise with service vendors for the scheduled services.
• To acknowledge receipt of all goods and services / service reports / attendance list.
• To monitor all services and maintenance contracts to be reviewed prior to due dates.

Procurement Management

• To liaise with registered vendors and to obtain quotations for goods and services.
• To record the Purchase Requisition (PR) for goods and services to be purchased.
• To monitor the approval from the system and subsequently coordinating with the appointed  vendors / suppliers for the goods / services delivery.

Meeting and Reporting

• To coordinate meetings, appointments and property related events with agendas.
• To record and file minutes of every meeting/appointment/event and follow up action, if required.
• To compile necessary reporting information for prompt submission of the weekly and monthly reports, schedules, task lists, presentations, etc.
• Submission of Tribunal Form 11 / 20 & Form 1.

Others

• Management Office reception and attend to all calls, emails, inquiries and correspondences related to the Property.
• To maintain up-to-date Building information, drawings and documentations, tenancy schedule, service agreement schedules, vendors / contractors’ workers listing and inventory listing are available at all times.
• Compliance with all the Standard Operating Procedures (SOPs) and the guidelines.
• To maintain and filing the proper written records as evidence for any incidence and action taken or to be taken.
• Other ad-hoc assignments as and when distributed from the PE / Supervisor

Qualifications:

• Minimum of 2 years of administrative experience, preferably in property management.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Previous experience in front office roles is preferred.
• Familiarity with property management software is a plus.

Education:

• Diploma or degree in Business Administration or a related field.