Act as a liaison between the Manager and his / her team as well investors, suppliers and contractors.
Respond to inquiries and requests for information / approval and /or directing to appropriate team as required.
Responsible for the compilation of data and the maintenance of all files related to investors for Asst. Operations Manager (Invoice file, Employee file, budget?s file, project drawings).
Assisting Dept. Head in YARDI system approval.
Responsible for consolidating Inspection Reports, sending out inspection correspondence in coordination with maintenance & Fire safety schedule & forecast.
Monitor fit-out projects progress.
Prepare purchase orders and follow up.
Prepare service agreement.
Prepare correspondences to investors and vendors.
Relay with investors to ensure all necessary permits, insurance and document are submitted to mall management.
Answer telephone enquiries from investors, attend to investors, contractors / suppliers and assist other staff in the organization with their enquiries.
Resolve administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions.
Schedule and coordinate meetings and appointments with vendors.
Follow up with Investors for renewal of licenses
Maintain a detailed tracker for F&B units for their services contracts and following with Investor to submit the unit maintenance requirements.
Ensure that inspections are conducted for Unit completed Fit-out along with Operations Team after the FCC is issued by the RDD Team, follow up with Investor to ensure the pending snags are completed prior to the Operating of the Unit.
Manage daily office administrative issues.
Organize and supervise internal and external daily mail correspondence with investors, suppliers, contractors, and the Operations Department.
Serve as a liaison between the team, management, and external clients.
Coordinate staff meetings and schedule staff shifts regularly.
Review, supervise and organize all outgoing correspondence from Operations department (Mall Supervisors?, Customer Service & or Security Dept.) with investors, suppliers, contractors, and the Operations Department.
Control Opex and Capex and flagging up on area?s where it is over budget.
Prepare spreadsheets (Opex and Capex with explanations, quantity and prices) for presentation to management
Responsible for receiving the Operation?s side of fit-out deposit processing once the Fit-Out Deposit form is received from RDD. Keep records of the received-copy once handed over to Center Management.
Responsible for updating & maintaining of the accuracy of Authority to Trade Certificate matrix, which serves as a reference on the status of all Investors? submitted documents and the issuance itself of the ATC to each respective Investors in the property
Responsible for Insurance claims to be reported to insurance broker with complete details within 24-36hrs and getting the claim registered and maintaining the records.
Assist in issuance of work permit request related to Bank?s atm unit in the property.
Resolve arising conflicts between investors and the company.
