Building Executive / Building Officer (Admin)

BUILDING EXECUTIVE

Responsibilities and Duties:

• Portfolio Management: To ensure managed property is operating efficiently and in compliance with relevant laws and regulations. Ensure the management and maintenance of buildings and common property is strictly in accordance to SMA 2013 (Act 757).
• Property Operations: Oversee day-to-day operations of the properties, including maintenance, repairs, security, and cleanliness. Coordinate with property managers, maintenance staff, and vendors to ensure timely and cost-effective resolution of property-related issues.
• Resident Relations: Build and maintain positive relationships with residents by addressing their concerns, resolving disputes, and ensuring their needs are met. Handle contract negotiations, contract renewals, and rent collection processes (if any).
• Financial Analysis and Budgeting: Conducting financial analysis, including reviewing income and expense statements, evaluating financial performance, and identifying areas for improvement. Collaborate with the finance department to develop and manage budgets, forecast revenues, and monitor expenses to ensure financial goals are met.
• Risk Management: Assessing and managing risks associated with property operations, including compliance with legal and regulatory requirements, insurance coverage, and safety protocols. To take measures to mitigate risks and ensure properties are in compliance with relevant regulations.
• Team Management: Lead and manage a team including property officer, maintenance staff, and other personnel. Provide guidance, training, and support to ensure a high level of performance and professionalism.
• Reporting and Communication: Prepare regular reports and presentations for property owners (JMB/MC) or senior management, highlighting property performance and financial report. Communicate effectively with stakeholders, including property owners, tenants, and contractors.
• Strategic Planning: Develop long-term strategies for the growth and improvement of the property management portfolio. Identify current issues, evaluate resident feedback, and making recommendations for property enhancements, expansions, or acquisitions to sustain Tropics contract.
• Property Performance Monitoring: Monitoring key performance indicators (KPIs). This includes tracking occupancy rates, collection of maintenance and sinking fund, operating costs, and other metrics to assess performance, identify trends, and make informed decisions to optimize property operations.
• Asset Enhancement: Identifying opportunities for enhancing the value and attractiveness of the properties within their portfolio.
• Vendor and Supplier Management: Managing relationships with external vendors, suppliers, and service providers. To oversee vendor selection, contract negotiation, and performance monitoring to ensure quality service, cost-effectiveness, and compliance with service level agreements.

BUILDING OFFICER

Responsibilities and Duties:

• Administrative Work: Providing administrative support to property managers and other staff members. This may involve answering phone calls, responding to emails, scheduling appointments, managing calendars, and handling general office tasks such as filing, data entry, and organizing documents.
• Resident Relations: Assisting with resident relations, including addressing inquiries, resolving complaints or issues, and coordinating maintenance requests or repairs. This may involve communicating with tenants, contractors, and property owners to ensure timely resolution of concerns.
• Contract Management: Assisting with contract management processes, such as conducting contract signings, and managing contract renewals or terminations. This may also involve maintaining accurate records of contract terms, rental payments, and security deposits.
• Financial Management: Assisting in financial management tasks, such as processing maintenance payments, preparing invoices, tracking expenses and handling defaulters. The administrative assistant may work closely with the accounting or finance department to ensure accurate financial records.
• Property Inspections: Assisting with property inspections to ensure compliance with safety standards, maintenance requirements, and contract agreements. This may involve conducting regular inspections, documenting any issues or damages, and coordinating repairs or maintenance activities.
• Documentation and Reporting: Maintaining and organizing property-related documentation, including leases, contracts, insurance policies, and legal documents. The administrative assistant may also assist in preparing reports, such as occupancy rates, rental income, or maintenance summaries.
• Communication and Correspondence: Handling communication and correspondence for the property management company. This can include drafting and proofreading correspondence, preparing newsletters or announcements, and managing communication platforms or databases.
• Database and Software Management: Utilizing property management software and databases to maintain accurate and up-to-date records of tenants, properties, leases, and other relevant information. The administrative assistant may be responsible for inputting data, generating reports, and ensuring the integrity of the property management system.
• General Support: Providing general support to the property management team as needed. This may involve assisting with coordinating meetings or events, and collaborating on special projects or initiatives. Ensure the management and maintenance of buildings and common property is strictly in accordance to SMA 2013 (Act 757).

Requirement:

• Diploma, Advance/Higher/Graduate Diploma, Bachelor’s Degree in Business Administration, Office Management, Real Estate or any related field.

• Minimum 1–5 years of working experience in a property development or construction environment.

• Preferably with knowledge of Strata Management Act 2013.

• Preferably with relevant experience in Property Management / Real Estate industry will be added advantage.

• Strong organization and time management skills, with the ability to prioritizing tasks and work under pressure

• Excellent communication and interpersonal skills, with the ability to liaise effectively with various stakeholder

• Proficient in the use of Microsoft Office suite (Word, Excel, PowerPoint, Outlook)