Administrative Assistant and Cashier – Maldives Oasis

Job Summary

Provides administrative support. He/she is in charge of administrative requirements of the project. Duties involve processing of permits, move-in/out of unit owner/tenant, safekeeping of records, preparing of requests for payment. Together with the Building Manager, he/she is also responsible for meeting the administrative concerns of the unit owners/homeowners.

Duties and Responsibilities

KEY ACCOUNTABILITY 1 - Handle Administrative Requirements

·         Attend to all concerns received from the tenant/unit owners/homeowners and endorse to the concerned personnel for further handling (e.g. Building Manager, Building Engineers, Accounting). Queries and answers shall be included in the endorsement, and shall be monitored.

·         Process permits, IDs and passes of the tenants/unit owners/homeowners, move in/out transactions and certificate of acceptance. (enumerate all other requests: guest registrations, vehicle stickers, amenities booking, gate pass, etc.)

·         Accept all communications and documents for the Property Management Office and route the same to concerned personnel.

·         File, safekeep and update all records of the Property Management Office. Including the following, but not limited to:

o    Owners’ 201 File

o    Masterlist of units and parking

o    Update on Utility transfer of account name

o    Contracts and other files, as necessary

 

·         Prepare Requests for Payment (RFP) to suppliers, contractors, utilities, government agencies and others.

·         Act as coordinator of the day-to-day operation of Admin Office and community events.

·         Assist the Billing and Collection Assistant in the SOA distribution, preparation and release of default notices/collection notices to unit owners, including delinquent accounts, reconciliation of accounts in absence of accounting and billers.

·         Coordinate with CWSI or other utility provider for utility concerns.

·         Immediately inform/report any incidents related to tasks.

·         Perform other tasks that may be assigned by the immediate superior.

 

KEY ACCOUNTABILITY 2 – Other task

·         If the Project is under Filinvest Board: update turn-over online of Filinvest. (insert IMPORT)

Technical Competencies and Skills

Computer Literate, Proficient in MS Office Applications, Good in both written & oral communication, Customer orientation with sufficient PR skills, Basic Accounting

Education, Trainings and Licenses Required

Bachelor of Science in Business Administration, and other Business-related course