Building Administrative Assistant

Job Title: Building Administrative Assistant

Reports To: Building Head (Engineer)

The Building Administrative Assistant supports the Building Head in coordinating the building's administrative, maintenance, and tenant-related concerns. The role's primary focus is scheduling and coordinating the various service contractors who perform repairs, preventive maintenance, and inspections across the building's systems, freeing the Building Head to focus on technical oversight.

DUTIES AND RESPONSIBILITIES

• Coordinates and monitors the schedules of service contractors (e.g., aircon, elevator, plumbing, electrical, fire safety, pest control, generator, and similar trades) for repairs, preventive maintenance, and inspections.
• Serves as the day-to-day point of contact between the Building Head and contractors, technicians, and service providers for scheduling, follow-ups, and confirming job completion.
• Maintains a tracking log/calendar of contractor visits, maintenance schedules, warranties, and completion status, and flags upcoming or overdue items to the Building Head.
• Ensures compliance with building rules, policies, and safety guidelines.
• Coordinates tenant move-in and move-out activities.
• Attends to tenant concerns, requests, and inquiries, and coordinates their timely resolution with the Building Head and relevant contractors.
• Monitors building conditions and reports maintenance, safety, security, and operational concerns to the Building Head.
• Assists in the collection and follow-up of dues, charges, and other assessments.
• Prepares monthly electricity, water, and LPG consumption reports for billing.
• Maintains accurate building, tenant, maintenance, utility, contractor, and collection records.
• Prepares required reports and updates for the Building Head.
• Performs other related duties as assigned.

QUALIFICATIONS

• Bachelor's Degree in Business Administration, Office Administration, Property Management, or a related field.
• At least 1 year of relevant work experience.
• Basic familiarity with building maintenance concepts is an advantage, but technical/engineering expertise is not required.
• Strong organizational and scheduling skills; able to coordinate multiple contractors and timelines simultaneously.
• Good customer service and interpersonal skills.
• Good verbal and written communication skills.
• Organized, detail-oriented, and able to handle multiple tasks.
• Can work independently and as part of a team.
• Proactive, responsible, and with a positive work attitude.
• Proficient in Microsoft Office, particularly Excel, is an advantage.