ASSISTANT MANAGER, ADMINISTRATION

Job Responsibilities

• Oversee and manage all administrative tasks to ensure smooth office operations

• Establish a professional communication with our co-living residents, including managing tenancy related enquiries, requests, pre-termination and lease transfers

• Manage tenancy related documentations including tenancy agreements, personal information and rental collection particulars of the residents, security deposits and other important documents.

• Upkeep residents' records.

• Coordinate the monthly invoicing and payment.

• Managing the finance system with finance team on invoices, and security deposit refunds

• Monitor day-to-day functionality of the facilities and liaise with in-house / external team on operational matters when necessary

• Handle company vehicle leasing, and vehicle records up to date.

• Maintain accurate records of logistics operations, including delivery schedules, inventory levels.

• Handling any dormitory and logistical issues and emergency rearrangement that may arise during service delivery

• Liaise with affiliates after investigation and work out the plan for service recovery and improvement

• Manage for new and Renewal office facilities, company vehicles related matters.

• Responsible for maintaining detailed records of vehicle servicing and inspection and scheduling regular vehicle maintenance to ensure operational efficiency, among other fleet management duties

• Handle with government department.

• Compose and edit dormitory and logistics policy, letters, memos, documents, emails and ensure follow up with those that require answers, response and written replies.

• Liaise with headquarter on dormitory and logistics arrangement.

• Perform any ad-hoc relevant task and as assigned by the management.
  

Requirements:

• at least 3 years of experience in executive support and office management in order to understand the work context and expectations

• Working with other departments to drive necessary changes

• Diploma or Degree in Business Administration or related field

• Strong organizational, communication, time management skills and interpersonal skills

• Ability to multitask, prioritize, and meet deadlines

• Problem-solving skills and the ability to take initiative

• Attention to detail and high level of accuracy

• Knowledge of ISO and risk assessment (for Assistant Manager)