DUTIES AND RESPONSIBILITIES

Personal Assistant & Diary Management

• Proactively manage the Director’s calendar, scheduling meetings, site visits, inspections, and client appointments
• Coordinate internal and external meetings, ensuring availability of meeting rooms, materials, and participants
• Monitor deadlines, remind management of upcoming commitments, and follow up on pending actions
• Screen calls, manage correspondence, and act as the first point of contact for clients, tenants, and partners
• Organize travel arrangements, including transport, accommodation, and itineraries when required

Email & Communication Management

• Manage and respond to professional email correspondence on behalf of management
• Draft letters, emails, reports, and other official documents
• Track email requests and ensure timely follow-up and resolution
• Maintain clear communication between management, tenants, suppliers, and service providers

Office Administration & Operations

• Oversee day-to-day office operations to ensure smooth and efficient functioning
• Maintain an organized filing system for contracts, leases, invoices, and company records
• Manage office supplies, stationery, and equipment, ensuring adequate stock levels
• Liaise with vendors, contractors, and service providers (cleaning, maintenance, utilities, etc.)
• Ensure compliance with office procedures and administrative policies

Financial Administration & Records Management

• Record, track, and reconcile daily expenses and petty cash
• Prepare and maintain accurate rent schedules and tenant payment records
• Reconcile rent collections against bank statements and issue follow-ups for arrears
• Process supplier invoices, verify accuracy, and prepare them for payment approval
• Maintain up-to-date financial records for management reporting and audits

 Real Estate & Property Support

• Assist in managing tenant records, lease agreements, renewals, and termination documentation
• Track rental units, occupancy status, and payment timelines
• Coordinate property inspections, handovers, and maintenance schedules
• Support marketing and listing activities by organizing property details and documentation

Reporting & Documentation

• Prepare weekly and monthly administrative and financial summary reports
• Maintain accurate records of contracts, payments, and correspondence
• Ensure all documents are properly filed, archived, and easily retrievable

KEY REQUIREMENT SKILLS AND QUALIFICATION

• Diploma or Degree in Business Administration, Office Management, or a related field
• Minimum of 2 years’ experience in a PA, Office Administrator, or similar role
• Experience working in a real estate or property management environment is an added advantage
• Strong organizational and time-management skills
• Excellent written and verbal communication skills
• Proficiency in MS Office (Word, Excel, Outlook); knowledge of accounting software is a plus
• High level of confidentiality, professionalism, and attention to detail