Career

Job Description-Administrative Officer

1. Identity (General Information)
Position: Administration Officer
Department/Services: Management Office
Immediate Superior: Condominium Manager
Title: Administration Officer
Incumbent:

2. General Objectives
Receiving the instruction from the Condominium Manager.
Be responsible for running management corporation meetings, taking action for issues arising,
including meeting contractors on site and liaising with owners and tenants.
Must implement, if necessary, corrective action to ensure the continuity of the firm’s corporate
objectives.
To maintain, develop information and communication with Head Quarter and other Site Management
Office when applicable.

3. Principal Activities & Responsibilities
Manage the front office at the Management Office and oversee its realization.
Maintain hard copy and electronic filing system including opening letter boxes and checking of mails.
Assist Occupants in the booking of facilities and to monitor these bookings including providing
reports
Record receivables and undertake banking services for receivables and when directed to take action
against arrears receivables.
Record incidents that occur or reported into WebPromis (if received by you)
Co-ordinate a Preventive Maintenance Program including ensuring submission of checklists by
various staff and service providers and compiling them.
Monitor all service providers’ routine works and communicate with their onsite supervisers to
improve their performance.
Monitor and maintain all tradespeople on the preferred trades list (WebPromis).
Manage the process of invoices/bills received by the Management Corporation
Provide assistance to resolve ‘harmony’ problems (i.e. disputes) within the strata scheme.
Attend to and maintain all correspondence of the Management Corporation according to SOP & KPI.
Filing of necessary returns to various governmental agencies
Create monthly working report to Condominium Manager. (access card record, vehicle record,
contracts expiring in 3 months, licences expiring in 3 months, incidents report. WO approved report
(below $500/1k), utility report, number units approved for renovation)
Report to Condominium Manager significant problems discovered.
Assisting Condo Manager to manage the Petty Cash record and float monthly

DUTIES
The principal scope of your duties shall be:

1. To assist in the HQ office Management which includes, ordering of stationery, paper and toner cartridges, updating of staff contact list, mail/courier, manning of main office line, Staff Records
2. To manage the process of invoices / bills received by the MC / Head Office
3. To act as back up when other staff (Admin / Property Officer) go on leaves.
4. To attend to complaints/enquiries as property officer including attending to emergency breakdowns of any facilities or services.
5. To carry out administrative work at HQ / Site for checklists for maintenance of facilities/services; booking of facilities/services; manage and monitoring AGM meetings schedule;
6. To administer Company Projects Renewal and Insurance matters
7. To assist in IT department on co-ordination for new community tool maintained by the Company.
8. To assist in HR core functions duties includes employee recruitment, scheduling, staff training, Leave Administration ,Computation of medical and annual leaves, following up with interviewers on interview outcome and inform the candidates accordingly, Staff
onboarding and appraisal follow up matters

Job Description-Accounts Executive

1. Identity (General Information)
Position: Accounts Executive
Department/Services: Head Office (HQ)
Immediate Superior: Finance Manager / HR Director
Title: Accounts Executive

2. General Objectives
• End of Month
• Trust Accounting
• Income Statements
• Debt collection
• Bank reconciliations
• Levy processing and generation
• Debtor/ Creditor management

3. Principal Activities & Responsibilities
Receive instructions from the Finance Manager / HR Director
Prepare monthly financial statements and budgeting for projects assigned
Analyses, reviews and audits overall general ledger and accounts payable (AP) systems
Prepare monthly arrears reports for management’s review
Handle Accounts Receivables of subsidiary proprietors (SP) inquiries, special billing requirements
and discrepancies
Prepare and process audit reports for General Meetings (GM) / Annual General Meeting (AGM)
Responsible to update bank signatories, Section 65, Section 47
Manage monthly accounting close cycle for projects assigned
Prepare and review journal entries and accounts analysis

Train new staffs on using MC10 / Qornerstone accounting system and Promis system on accounting-
related tasks (eg. Reimbursement claims, Stationery claims, Work flow of Term Contract (TC) and

Work Order (WO), Petty Cash claims)
Assist to take over new projects when needed

4. Qualifications / Skills preferred:

University degree with an accounting background ; or Diploma certificate with an accounting back-
ground

Outstanding attention to detail
Knowledge in Strata management preferred though not essential
Experience with Strata Master (rockend) highly regarded

Job Description-Property Officer / Executive

1. Identity (General Information)
Position: Property Executive
Department/Services: Management Office
Immediate Superior: Condominium Manager / Team Manager
Title: Property Officer / Executive
Incumbent:

2. General Objectives
Receiving the instruction from the Condominium Manager.
Be responsible for running management corporation meetings, taking action for issues arising,
including meeting contractors on site and liaising with owners and tenants.
Must implement, if necessary, corrective action to ensure the continuity of the firm’s corporate
objectives.
To maintain, develop information and communication with Head Quarter and other Site Management
Office.

3. Principal Activities & Responsibilities
Acting as the Assistant Condominium Manager in the absence of the Assistant Condominium
Manager and assisting the Condominium Manager in his discharge of duties
Record incidents that occur or reported into WebPromis (if received by you)
Maintain inventory controls for cost effective operations.
Providing all the supports for meetings and events conducted in the building.
Establish, periodically work review and revise facilities and common estate area maintenance plan.
Invite quotations, conduct evaluation for all services, provide recommendation reports and organize
and coordinate Corrective Program for repairs and maintenance of the common properties.
Prepare, implement and co-ordinate a Preventive Maintenance Program.
Administer contracts renewals and issue of contracts.
Monitor all service providers’ routine works and communicate with their onsite supervisers to
improve their performance.
Monitor and maintain all tradespeople on the preferred trades list (WebPromis).
Process and certify invoices for work carried out on behalf of the Management Corporation.
Provide assistance to resolve ‘harmony’ problems (i.e. disputes) within the strata scheme.
Liaise with the appropriate authorities to resolve ongoing disputes.
Renew insurances and lodge claims when required.
Attend to and maintain all correspondence of the Management Corporation according to SOP & KPI.
Create monthly working report to Condominium Manager.
Report to Condominium Manager significant problems discovered.

Job Description-Property Executive

1. Identity (General Information)
Position: Property Executive
Department/Services: Management Office
Immediate Superior: Condominium Manager / Team Manager
Title: Property Executive
Incumbent:

2. General Objectives
Receiving the instruction from the Condominium Manager.
Be responsible for running management corporation meetings, taking action for issues arising,
including meeting contractors on site and liaising with owners and tenants.
Must implement, if necessary, corrective action to ensure the continuity of the firm’s corporate
objectives.
To maintain, develop information and communication with Head Quarter and other Site Management
Office.

3. Principal Activities & Responsibilities
Acting as the Assistant Condominium Manager in the absence of the Assistant Condominium
Manager and assisting the Condominium Manager in his discharge of duties
Record incidents that occur or reported into WebPromis (if received by you)
Maintain inventory controls for cost effective operations.
Providing all the supports for meetings and events conducted in the building.
Establish, periodically work review and revise facilities and common estate area maintenance plan.
Invite quotations, conduct evaluation for all services, provide recommendation reports and organize
and coordinate Corrective Program for repairs and maintenance of the common properties.
Prepare, implement and co-ordinate a Preventive Maintenance Program.
Administer contracts renewals and issue of contracts.
Monitor all service providers’ routine works and communicate with their onsite supervisers to
improve their performance.
Monitor and maintain all tradespeople on the preferred trades list (WebPromis).
Process and certify invoices for work carried out on behalf of the Management Corporation.
Provide assistance to resolve ‘harmony’ problems (i.e. disputes) within the strata scheme.
Liaise with the appropriate authorities to resolve ongoing disputes.
Renew insurances and lodge claims when required.
Attend to and maintain all correspondence of the Management Corporation according to SOP & KPI.
Create monthly working report to Condominium Manager.
Report to Condominium Manager significant problems discovered.

Appraisal (For Reviewing Manager)

Goal Category
Good Communicator (High)
– maintain and develop communications with site management and HQ
– able to understand and carry out instructions from CM,Director effectively
– co-ordinate preventive maintenance program
– attend to and maintain correspondences of MC according to SOP and KPI

Leadership (Medium High)
– monitor all service providers routine works and communicate with onsite supervisers to improve
performances
Run Meetings (Medium)
– able to assist in setting up meetings(council/AGM)
Customer Oriented (High)
– empathise with clients
– able to manage complaints effectively -provide assistance to solve disputes within strata scheme

Problem Solver (High)
– taking corrective actions for issues arising, including meeting contractors onsite, liaising with tenants and
owners to ensure smooth operation
– facilities booking management
– manage front office, process invoices
– filing of returns to governmental agencies
– assist CM in petty cash management

Punctuality (High)
– punctual for work, meetings, and any deadlines of tasks assigned
30-60-90 Must-Know Checklist (High)
– fundamental admin and operation SOPs

Job Description-Team Manager

1. Identity (General Information)
Position: Team Manager
Department/Services: HQ
Immediate Superior: Director (Operations)
Title: Team Manager
Incumbent:
2. General Objectives (Reasons for Position)
Receiving the instruction from Director (Operations).
He is someone who possess demonstrable leadership skills, problem solving skills and the
ability to think laterally. He reports to the Director and enjoys a challenge, building
relationships and meeting clients’ expectations.
Be responsible for the renewals of the managing agent contracts and the profit and loss of the
portfolios assigned to.
Must implement, if necessary, corrective action to ensure the continuity of the firm’s
corporate objectives.
To maintain, develop information and communication with Council/Subsidiary
Proprietors/Occupants of the Management Corporation and Head Quarter

Be able to reasonably interpret legislation especially the Building Maintenance & Strata
Management Act and to apply them in the course of the work.
Supervising the staff to meeting the vision and goals set by the Company

3. Principal Activities & Responsibilities
3.1 To manage a team of strata managers and property executives and building
relationships with team members, departments and external clients
3.2 To train the staff, offer advice and supervise them in the discharge of the contractual
obligations of the Company with clients

3.3 To maintain the portfolios to ensure contract renewals and increases in contract
values
3.4 Assist the Management Corporation to uphold the by-laws and make
recommendations to Management Corporation for improvements.
3.5 Keep the Management Corporation informed on all matters regarding the maintenance
and management of the Estate and any changes of regulations relating thereto. Make
recommendations with the approval or knowledge of the Director (Operations) to the
Management Corporation for the improvement of the Estate.
3.6 Supervise staff in the convening of the Council Meetings and General Meetings of the
Management Corporation including vetting the budgets and cash flows and minutes
thereof.
3.7 To supervise and offer assistance and advice for correspondence, statutory
notifications and enquiries on behalf of the Management Corporation.
3.8 To supervise the staff in their management of contractors, solicitors, auditors and
relevant government authorities
3.9 To attend to all complaints, queries and suggestions made by subsidiary proprietors/
tenants and to update incidents of feedback or complaints into WebPromis (if received
by you).
3.10 Ensure all necessary government licences and permits are applied or renewed on time
including filing of the necessary returns.
3.11 Carry out the necessary audit of the inventory record according to the SOP of the
company
3.12 Prepare or arrange for the preparation of specifications and documents for the calling
of quotations , evaluate the quotations and make recommendations (with the consent
or knowledge of the Director (Operations) to the Management Corporations
3.13 Administer contracts renewals and issue of service contracts
3.14 Prepare and implement an overall planned preventive maintenance programme in the
form of a maintenance work schedule and conduct regular inspections of the Estate
3.15 Supervise and ensure that all routine maintenance work and service contracts are
properly carried out according to the terms and conditions of the contracts.

3.16 Supervise to ensure that repairs and replacement works are carried out properly by the
contractors, sub-contractors, specialist according to the terms and conditions of the
contract and is empowered to issue minor work orders up to $500/- per item
(subject to not more than 5 items per month) and certifying all work or purchases
done.
3.17 Implement and carry out arrears collections in accordance with the Arrears
Management Procedures of the Company.
3.18 To lead in AGM & Taking Over teams.
3.19 Report to Director (Operations) for all matters of significance .

Note: The implement is carried out by the HR Department before the signature of the Incumbent
and the Immediate Superior.
One copy is sent by the HR Department to the Incumbent, the Immediate Superior.

Appraisal (For Reviewing Manager)
Goal Category
Problem Solver (Medium High)
– responsible to renew contracts and ensure smooth operation(licence and insurance renewal on time)
– able to reasonably interpret legislation especially BMSMA and apply them effectively
– uphold by-laws and make necessary recommendations to MCs
– prepare preventive maintenance programme
Good Communicator (High)
– maintain and develop communications with Council/Subsidiary Proprietors/Occupant of the management
corporation, site staffs and HQ
– able to understand and carry out instructions from Director effectively
– Keep MCs informed on all matters regarding maintenance of Estate and changes of regulations
Leadership (High)
– supervise staff under his/her care (ensure contractual obligations are met)
– ensure routine maintenance work carried out properly
– manage team of CMs,PEs and site staffs
– lead council meetings and AGM
– supervise staff in convening meetings(vet budgets,cashflows and minutes)
Customer Oriented (High)
– empathise with clients
– able to manage complaints effectively
Punctuality (High)
– punctual for work, meetings, and any DEADLINES of tasks assigned
Run Meetings (High)
– to lead in meetings (Council/AGM)
30-60-90 Must-Know Checklist (High)
– fundamentals of admin and operation SOPs

Job Description-Building Manager

1. Identity (General Information)
Position: Building Manager
Department/Services: Management Office
Immediate Superior: Director / Team Manager (Operations)
Title: Condominium Manager
Incumbent:

2. General Objectives
Receiving the instruction from the Director / Team Manager (Operations).
Be responsible for supervising all onsite staff and all service providers of the Management Corporation to
ensure that they carry out their duties and responsibilities properly and efficiently.
Be responsible for running management corporation meetings, taking action for issues arising, including
meeting contractors on site and liaising with owners and tenants.
Must implement, if necessary, corrective action to ensure the continuity of the firm’s corporate objectives.
To maintain, develop information and communication with Council/Subsidiary Proprietors/Occupants of
the Management Corporation and Head Quarters

3. Principal Activities & Responsibilities
3.1 Assist the Management Corporation to uphold the by-laws and make recommendations to
Management Corporation for improvements.
3.2 Keep the Management Corporation informed on all matters regarding the maintenance and
management of the Estate and any changes of regulations relating thereto. Make
recommendations with the approval or knowledge of the Director (Operations) to the
Management Corporation for the improvement of the Estate.
3.3 Prepare and thereafter convene the Council Meetings and General Meetings of the Management
Corporation including drafting of budgets and cash flows and record minutes thereof.
3.4 Attend to all correspondence, statutory notifications and enquiries on behalf of the Management
Corporation.
3.5 Liaise with contractors, solicitors, auditors and relevant government authorities
3.6 Attend to all complaints, queries and suggestions made by subsidiary proprietors/ tenants and to
update incidents of feedback or complaints into WebPromis (if received by you).
3.7 Ensure all necessary government licences and permits are applied or renewed on time including
filing of the necessary returns.
3.8 Carry out the necessary audit of the inventory record according to the SOP of the company
3.9 Prepare or arrange for the preparation of specifications and documents for the calling of
quotations, evaluate the quotations and make recommendations (with the consent or knowledge of
the Director (Operations) to the Management Corporations
3.10 Administer contracts renewals and issue of contracts
3.11 Prepare and implement an overall planned preventive maintenance programme in the form of a
maintenance work schedule and supervise and/or conduct regular inspections of the Estate
3.12 Supervise and ensure that all routine maintenance work and service contracts are properly carried
out according to the terms and conditions of the contracts.
3.13 Supervise to ensure that repairs and replacement works are carried out properly by the contractors,
sub-contractors, specialist according to the terms and conditions of the contract and is empowered
to issue minor work orders up to $500/- per item and certifying all work or purchases done.
3.14 Implement and carry out arrears collections in accordance with the Arrears Management
Procedures of the Company
3.15 Report to Director (Operations) for all matters of significance

Appraisal (For Reviewing Manager)

Goal Category
Problem Solver (High)
– able to implement corrective action to ensure smooth operation of the management corporation
– able to assist the management corporation to uphold the by-laws and make recommendations to the
management corporation for improvements

Good Communicator (Medium High)
– able to maintain and develop communications with council/subsidiary proprietors/occupants of the
management corporation and HQ
– able to understand and carry out instructions from superiors (Team Manager/Director) effectively
Punctuality (High)
– punctual for work, meetings, and any deadline for tasks assigned

Leadership (High)
– staffs and service providers under your supervision are able to to carry out duties and responsibilities
properly and efficiently -auditing of inventories according to SOP of the company

Run Meetings (High)
– able to run management corporation meetings effectively

Customer Oriented (High)
– empathise with clients
– able to manage complaints effectively

30-60-90 Must-Know Checklist (High)
– fundamental admin and operation SOPs

Job Description-Condominium Manager

1. Identity (General Information)
Position: Condominium Manager
Department/Services: Management Office
Immediate Superior: Director / Team Manager (Operations)
Title: Condominium Manager
Incumbent:

2. General Objectives
Receiving the instruction from the Director / Team Manager (Operations).
Be responsible for supervising all onsite staff and all service providers of the Management Corporation to
ensure that they carry out their duties and responsibilities properly and efficiently.
Be responsible for running management corporation meetings, taking action for issues arising, including
meeting contractors on site and liaising with owners and tenants.
Must implement, if necessary, corrective action to ensure the continuity of the firm’s corporate objectives.
To maintain, develop information and communication with Council/Subsidiary Proprietors/Occupants of
the Management Corporation and Head Quarters

3. Principal Activities & Responsibilities
3.1 Assist the Management Corporation to uphold the by-laws and make recommendations to
Management Corporation for improvements.
3.2 Keep the Management Corporation informed on all matters regarding the maintenance and
management of the Estate and any changes of regulations relating thereto. Make
recommendations with the approval or knowledge of the Director (Operations) to the
Management Corporation for the improvement of the Estate.
3.3 Prepare and thereafter convene the Council Meetings and General Meetings of the Management
Corporation including drafting of budgets and cash flows and record minutes thereof.
3.4 Attend to all correspondence, statutory notifications and enquiries on behalf of the Management
Corporation.
3.5 Liaise with contractors, solicitors, auditors and relevant government authorities
3.6 Attend to all complaints, queries and suggestions made by subsidiary proprietors/ tenants and to
update incidents of feedback or complaints into WebPromis (if received by you).
3.7 Ensure all necessary government licences and permits are applied or renewed on time including
filing of the necessary returns.
3.8 Carry out the necessary audit of the inventory record according to the SOP of the company
3.9 Prepare or arrange for the preparation of specifications and documents for the calling of
quotations, evaluate the quotations and make recommendations (with the consent or knowledge of
the Director (Operations) to the Management Corporations
3.10 Administer contracts renewals and issue of contracts
3.11 Prepare and implement an overall planned preventive maintenance programme in the form of a
maintenance work schedule and supervise and/or conduct regular inspections of the Estate
3.12 Supervise and ensure that all routine maintenance work and service contracts are properly carried
out according to the terms and conditions of the contracts.
3.13 Supervise to ensure that repairs and replacement works are carried out properly by the contractors,
sub-contractors, specialist according to the terms and conditions of the contract and is empowered
to issue minor work orders up to $500/- per item (subject to not more than 5 items per
month) and certifying all work or purchases done.
3.14 Implement and carry out arrears collections in accordance with the Arrears Management
Procedures of the Company
3.15 Report to Director (Operations) for all matters of significance.

Interested applications may send their full CV with photo and expected salary to
hrexe@wisely98.com