Position of Immediate Supervisor:  Senior Director / Director / Deputy Director (Head Office)

General Summary of Responsibilities

• Reporting to the Team Manager, the executive oversees a portfolio of projects, which forms a Sub-Team
• The Executive is fully responsible for the performance of the Sub-Team
• Ensure compliance with divisional policies & ISO Procedures.

Specific Job Requirements

Maintenance

• Follow quality assurance procedures including cleaning, security, repairs, maintenance, air-conditioning, fire-protection, lifts and emergency procedures.
• Implement programme of preventive procedures and cost review of contractor performance to ensure ‘value for money’.

Insurance

• Ensure all insurance policies are renewed on time.
• File insurance claims for any damages to common property.
• Review property for insurance purpose and recommend sum insured for the various policies

Contractor / Procurement Management

• Ensure compliance with divisional policies
• Allow Competitive tendering to ensure purchases and service contracts are on competitive terms.
• Ensure compliance with warranties, guaranties and defect liabilities.
• Ensure proper co-ordination/management of renovation works.
• Ensure all purchase/ works orders issued are in order and within the budget allocated.
• Ensure effective control over all licensed contractors appointed to service the estate.
• Ensure that all orders and instructions issued by the Council either verbally or in writing are carried out promptly and efficiently.
• On site co-ordination of all plant and equipment maintenance by contractors
• Prepare all tender documents, agreements, contracts and other legal documents.
• Review all contracts, agreements and insurance 3 months before their expiry and recommend renewal or call for quotation/ tender.
• Review all service providers’ performance.

Customer Service / Public Relation

• Communicate frequently with owner and all Subsidiary Proprietors (S{s) / tenants, to provide timely relevant and professional advice via phone, emails and written forms.

Complaint Management

• Keep proper records of and attend to all complaints, queries and suggestions made by the subsidiary proprietors/residents and to establish and maintain good relationship at all times.
• Ensure all residents’ complaints are attended to promptly and efficiently.

Financial Management

• Recommend a sound budget for each year to determine the amounts to be collected for the Maintenance Fund and Sinking Fund.
• Covenant enforcement:
• Effective Maintenance Fund collection.
• Monitor the expenditure incurred to avoid large variation from budget.
• Effective management of surplus funds through’ fixed deposits.
• Maintaining proper book- keeping and proper accounting records.
• Ensuring GST returns are submitted on time.
• Advise Council if expenditure is within the budget approved at General Meetings/Monthly financial accounts/revision monthly statement.

Meetings

• Ensure regular meetings are convened with the client and Pro-tem Committee when it is formed and record and circulate all minutes of the meetings promptly.
• Ensure all correspondences, statutory notifications and enquiries are promptly handled
• Co-ordinate council meetings and general meetings.
• Prepare Minutes of Council Meetings.
• Attend Council Meetings and Annual General Meetings.
• Prepare and submit all necessary documents after AGMs to Building Construction Authority (BCA) or any relevant authorities as needed
• Vet all outgoing correspondences and minutes of meetings.

Reports Preparation

• Prepare or assist with monthly and annual narrative reports in accordance with management agreement, including financial data, data on variances to budget, arrears, vacant spaces, details of expenditure, contractor performance, details of defects with the building and remedial action taken.

Event Management

• Plan and organise activities and decoration during major festive seasons: Chinese New Year, Hari Raya, Easter, Moon Cake Festival, National Day, Christmas.

Staff Management

• Day to day supervision of the site management staff.
• Lead and motivate team of staff to provide quality service.
• Coach and guide staff in their duties.
• Monitor attendance of staff on site.
• Review performance of staff and counsel / discipline when required.

Emergency Response

• Ensure that colleagues and service providers are briefed on emergency response procedures
• In an emergency situation which occurs after office hours, ensure all concerned parties are contacted and recalled to attend and rectify/ reset the fault quickly.

Ad Hoc Duties

• Coverage of site duties whenever necessary
• Attend to project work meetings
• Duties as and when assigned by Team Manager

Note: Some Job duties may vary depending on site requirements