Operations Administration (Centro Mall)

1. Paperwork & Documentation

• Prepare notices, warning letters, circulars, and official correspondence.
• Collect and review daily checklists from Technician, Security, and Cleaning teams.
• Ensure all hardcopy checklists are properly filed and maintained for record purposes.
• Manage hardcopy and softcopy filing.
• Monitor contracts, warranties, PO, insurance, and expiry dates.
• Issue PO, verify invoices, and submit documents to Accounts.
• Handle confidential documents professionally.

2. Utility Billing & Reporting

·       Prepare monthly electricity, water, and gas meter reading records.

·       Check the monthly AFA rate from the official AFA website as the rate may change every month.

·       Update the electricity billing rate based on the latest AFA rate.

·       Update utility consumption and billing reports in Excel/system.

·       Monitor monthly usage and variance.

·       Maintain utility billing records.

3. Attendance Monitoring

• Prepare monthly attendance and manpower reports for Security & Cleaning.
• Monitor manpower, overtime, absenteeism, and replacements.
• Verify attendance for payroll and invoice purposes. – update attendance summary to security and cleaning company every end month
• Maintain attendance records for audit – hardcopy and softcopy

4. Call Handling & Work Orders

• Handle tenant calls, complaints, and service requests.
• Assign issues to relevant technicians.
• Follow up on work completion and collect sign-off forms.
• Maintain complaint and service records.

5. Security & Cleaning Administration

• Monitor daily/weekly/monthly checklists.
• Monitor contractor manpower compliance.
• Maintain workers’ documents and expiry records.
• Follow up with contractors on document renewal.

6. Work Permit System

• Process tenant maintenance, renovation, and installation requests.
• Check required documents before approval.
• Ensure works comply with approved scope and building regulations.
• Obtain Operation Manager’s approval before issuing permits.

7. Helpdesk & Defect Coordination

• Monitor and manage defect submissions in the Helpdesk system.
• Assign technicians based on priority and scope.
• Track cases from Open to Completed.
• Ensure completion updates, service reports, and images are submitted.

8. Preventive Maintenance Coordination

• Maintain PM schedule and coordinate contractors.
• Monitor contractor attendance according to schedule.
• Follow up on PO and maintenance due dates.
• Collect, verify, and file maintenance service reports.