Assistant to Property Manager

Job Title: Assistant to Property Manager
Department: Property Management
Line Manager: Property Manager

 

 

POSITION OVERVIEW

To ensure all administrative duties assigned are professionally carried out


RESPONSIBILITIES

  • Taking direct instruction from the Property Manager for daily tasks
  • Arranging appointment/ schedules for the Property Manager as per request
  • Arranging and coordinating of meetings chaired by the Property Manager
  • Attending, taking minutes of meeting as required
  • Preparing & distributing of memo, information and all formal correspondences issued by the Property Manager
  • Properly filing all kind of Building regulations (tenant handbook, fit out guidance…)
  • Receiving and filing all reports from heads of departments
  • Dispatching information when needed to all staff in a professional manner
  • Handling all secretarial tasks including receiving, answering, classifying and records incoming mail, telephone, fax, documents, etc.
  • Preparing, translation in-out correspondences; filing and efficiently retrieving all documents relating to the operation within the company
  • Ensure that all daily/ weekly/ monthly/ quarterly/ yearly reports are prepared and submitted on time
  • On behalf of the Property Manager, dispatching the duties to all staff in a professional manner and following up to make sure the job is done correctly
  • Formularizing and preparing the “policy and procedure” set by the Property Manager
  • Being the back up of the Property Manager when he is on business/holiday to make sure the smoothly operation of the department. 15. Together with Property Manager, dealing with suppliers/ contractors for necessary operational matters concerned to company activities as assigned
  • Supervision of Operational Departments (in cooperation with Property Manager, M/E Dept and other Managers) related to Cleaning, Security Contractors and their staff; Supervision of other Contractors and Workers. & Receptionists, Maintenance Team 17
  • To constantly monitor the performance of all the above staff and provide guidance and assistance where necessary and take the appropriate disciplinary action as required. Any serious problems with cleaners or security guards or other Contractors are to be immediately reported to the Property Manager. 18
  • The Maintenance team is under the direct responsibility of the Chief Engineer, however, should the assistant property manager become aware of any issues relating to the maintenance team staff then they should be reported immediately to the Property Manager and the Chief Engineer. 19
  • To assist with the Tenant Representatives to deal with Tenant’s complaints in a professional and courteous manner. This will include recording of the nature of the complaint dealing with it, ensuring the appropriate action has been taken and then reporting back to the tenant to ensure they are now satisfied that the matter has been dealt with and solved

Relationship with residents

  • Assist Building Manager in drawing up correspondence (letters, faxes, memos, notices...) to residents
  • Provide normal daily assistance to Residents when requested
  • Collect, file and report to Property Manager any complaints/incidents from residents

Flexibility changing job description

Please note that this Job description can be changed at any time based on the operations’ requirements in order to keep the operations running smoothly. Staff is expected to have a positive and cooperative attitude to fulfill the job requirements and meet the job expectations at all time.

 

REQUIREMENTS

  • Diploma/Degree in Management
  • Strong interpersonal, negotiation and communication skills, for liaising with colleagues, customers and other stakeholders
  • The ability to work with IT resources such as databases and spreadsheets, for the collection and management of information
  • At least 1 year experience in related field
  • Proficient English (both speaking and writing)
  • Excellent communication, interpersonal and writing skills
  • Driven, competence, flexibility and a willingness to learn
  • Excellent organizational and time management skills with the ability to multi-taskLiteracy, for writing reports and presentations
  • Ability to work effectively under pressure
  • Creativity, imagination and the ability to use initiative
  • Good teamwork, analytical and problem-solving skills
  • Business-related awareness and a good knowledge of current affairs.
 

Key contacts

Nga Phan Viet

Nga Phan Viet

National Director
HR & Administration

Savills HCMC

+84 946 157 719