DUTIES AND RESPONSIBILITIES

Front Office & Reception Management

• Serve as the first point of contact for all visitors, clients, tenants, and service providers
• Receive, screen, and direct incoming calls, emails, and walk-in inquiries professionally
• Maintain a welcoming, organized, and professional front office environment at all times
• Manage visitor logs and ensure visitors are attended to promptly

Administrative & Office Support

• Perform general office administration duties to support daily operations
• Type, format, print, photocopy, scan, and file documents accurately
• Draft routine correspondence such as letters, emails, memos, and notices
• Manage incoming and outgoing mail and courier services
• Maintain both electronic and manual filing systems for easy retrieval of records

Records & Documentation Management

• Maintain accurate and up-to-date records for tenants, properties, contracts, and suppliers
• Ensure proper filing and confidentiality of company and client documents
• Assist in updating databases, registers, and office logs as required

Coordination & Communication

• Schedule meetings, appointments, and site visits for management and agents
• Coordinate communication between management, clients, tenants, and external partners
• Follow up on inquiries, requests, and pending documentation in a timely manner

Office Equipment & Supplies Management

• Monitor office equipment functionality (printers, photocopiers, computers, phones)
• Report faults and coordinate servicing and repairs when necessary
• Manage office supplies inventory and initiate purchase requests to avoid shortages

Support to Real Estate Operations

• Provide administrative support to property managers and real estate agents
• Assist in preparing property-related documents such as listings, lease agreements, and reports
• Help organize property files and documentation for easy access and compliance

Compliance & Professional Standards

• Ensure adherence to company policies and office procedures
• Maintain professionalism, discretion, and confidentiality at all times
• Uphold company image and customer service standards

KEY REQUIREMENT SKILLS AND QUALIFICATION

• Degree or Diploma in any relevant field
• 2–4 years’ experience in office administration, preferably within the real estate industry
• Proficiency in Microsoft Office applications (Word, Excel, Outlook, PowerPoint)
• Strong typing and documentation skills
• Skills & Competencies
• Excellent verbal and written communication skills
• Strong organizational and multitasking abilities
• Professional appearance and customer-service-oriented attitude
• Attention to detail and accuracy
• Ability to work independently with minimal supervision