Village Admin

The Village Admin is responsible for overseeing the day-to-day operations, maintenance, and administration of subdivision properties. The role ensures that community facilities, common areas, and property management services are maintained to high standards while promoting homeowner satisfaction and compliance with subdivision rules and regulations.

The Village Admin works closely with the Construction Management Group, Accounts Management Group and Finance Management Group. Village Admin is a site based employee.

KEY RESULTS:

1. Administrative (25% Priority)

Duties and Responsibilities:

• Keeps a complete file of all property document.
• Ensure that all incoming documents (i.e mail, memoranda, statements of account, etc) are properly and duly received, logged and forwarded to appropriate addressee
• Prepare all requests/requisitions (i.e purchases, material, manpower etc) and ensuring these are complied with;
• Ensure the strict and regular monitoring of the performance of contractors and service providers delivering services for, but not limited to, housekeeping, landscaping and all other personnel assigned to the property to ensure that all services are delivered completely and accurately, correct and that safe work practices are carried out at all times on or in the property;
• Coordinates with appropriate entities and facilitates community development activities for fruitful and beneficial outcomes and results;

2. Financial (25% Priority)

Duties and Responsibilities:

• Monitor of and fulfill strict compliance with government requirements (i.e., annual registration/filing of government issued permits such as Mayor’s Permit, Business Permit, etc.);
• Process all bills and statements of accounts from service providers, contractors and suppliers to the Head Office for processing of payments;
• Monitor the timely preparation and delivery of regular billings for Association Dues and other assessments to unit owners and Developer.
• Ensure that all payments from unit owners are duly received and accurately receipted (appropriate receipt is issued) by the Administrative Assistant; Monitor preparation of Bank Deposit slips and ensure that all deposits are made on a daily basis for appropriate daily collection.
• Ensure that Admin Assistants comply with procedures on Bank Deposit Slip attachments.
• Ensures that DCDR is prepared and submitted daily.
• Ensures expenses are within the budget

3. Facilities and Technical Management (10% Priority)

Duties and Responsibilities:

• In close coordination with the Construction Management Group, Technical Maintenance Screen initial requirements for house renovation and endorse to Property Management Head for approval.
• Regularly visit and inspect all sections of the property on a daily basis to ensure that required standards of presentation, repairs and operation are being maintained; Coordinate with the Construction Management Group and technical maintenance to ensure that all technical customer escalated concerns are completed in a proper and timely manner;
• Develop and implement preventive and corrective maintenance plans Monitor repairs, renovations, and improvements of common facilities

4. Housekeeping and Landscaping (10% Priority)

Duties and Responsibilities:

• Oversee and attend to all operations, common areas, cleaning, landscaping, maintenance, resident conditions under the supervision of the Property Manager

5. Customer Relations (25% Priority)

Duties and Responsibilities:

• Receives and handles escalated customer complaints efficiently and promptly by addressing customer concerns appropriately and directly or by referring them to PM to ensure their continued satisfaction;

6. Others (5%)

Duties and Responsibilities

• Perform and complete any and all other tasks that may be assigned by the Property Management Department Head.