Administrative Officer

Primary Purpose

The Administrative Officer will coordinate all administrative functions for the Smart City Facilities, Maintenance & Landscaping Department and provide operational support to the intercompany entities within the MC Group.

Responsibilities:

Office & departmental administration

• Manage the department's correspondence, filing (physical and digital) and records, and make sure all communications, submissions and approvals are filed correctly
• Maintain records, documents and files, especially complex or sensitive ones such as employee files
• Draft letters, memos, reports and meeting minutes where applicable
• Maintain the office supplies inventory
• Provide clerical and administrative support to department and staff

Estate hotline & stakeholder liaison

• Act as first point of contact for internal and external queries for the Estate Department (facilities and landscaping dept)
• Manage the Estate Management hotline and make sure every request from owners, stakeholders and service providers is logged and answered within 24 hours

Maintenance coordination

• Log, track and follow up maintenance requests and work orders
• Maintain the preventive and reactive maintenance schedules, keep service records up to date, and check that service providers turn up for planned interventions
• Keep the asset and equipment register current, including warranties and service history
• Schedule and take minutes at regular meetings with service providers and estate contract holders
• Provide administrative support to estate projects, including upgrading and renovation works

Procurement, contracts & contractor management

• Handle the department's procurement in strict line with the Group Procurement Policy, including sourcing suppliers and keeping a database of approved ones
• Request quotations, prepare comparison sheets and raise purchase orders
• Help accredit contractors, sub-contractors, professionals and service providers working on the Estate
• Monitor all maintenance and service contracts, flag each one at least three months before it expires, and coordinate renewal on time
• Check invoices against work done and pass them to Finance for payment. Follow up of invoices from suppliers, coordinate with finance dept and keep trackers up to date

Utilities, budget & finance support

• Help monitor and calculate daily utility consumption (fuel, irrigation water, electricity, potable water and wastewater) for all entities, flag anomalies promptly, and compile monthly meter readings for invoicing and contra-charges
• Liaison with authorities when needed regarding queries or new applications, transfers, termination etc
• Maintain trackers for billable interventions, utility debtors, procurement (from purchase order to works closure) and supplier payments, and send billable items to Finance within agreed timelines
• Attending to queries and clarification from finance dept and residents or syndics.

Health, safety & compliance

• Keep records of statutory inspections (fire equipment, lifts, generators, electrical certificates)
• Keep emergency contact lists current
• Make sure permits, licences and compliance documents stay valid

Systems, reporting & documentation

• Administer the facilities management software and maintenance dashboard, including ticket close-out, and promote paperless processes (SharePoint, DocuSign)
• Help compile monthly statistics and KPI reports (response times, open tickets, energy use) for management
• Prepare monthly cost reports (utilities, maintenance, contracts)
• Help prepare the monthly Facilities Management report and the monthly customer feedback report
• Support the updating of departmental SOPs
• Support audits with the documents they need

Other

• Coordinate access control, keys cards and coordinate with residents where needed
• Liaison with authorities wrt Billboard, Roundabouts, signages etc for coordination
• Participate in all projects falling under the Estate department
• Support events, visits and corporate functions on the logistics side
• Any other related duties as requested by management

Qualifications & Experience:

College/University Education:

• Diploma in Business administration / Management or any other equivalent qualification.

Competencies required:

• Excellent organizational skills and attention to detail – meticulous.

• Excellent time management skills with a proven ability to meet deadlines.

• Strong coordination and follow-up skills, with the ability to work with multiple stakeholders.

• Ability to prioritize tasks.

• Ability to function well in a high-paced and at times stressful environment.

• Basic understanding of how to operate standard business equipment.

• Basic understanding of technical and maintenance terminology.

• Knowledge in handling timesheets, attendance, leaves.

• Proficient with Microsoft Office (particularly Excel), SharePoint, DocuSign and facilities management software.

• Valid driving licence and own private vehicle.
• High adaptability, with a willingness to innovate and embrace new technology.

Relevant experience:

• Five years of administrative and clerical experience required.

• Pleasant & honest personality and customer oriented.

• The role requires regular interaction with owners and customers.

• Handling customer complaints and requests.

• Knowledge of construction project office & admin

Application with CV should be submitted directly to our Website by latest 29 November 2026. For more information about the Mont Choisy Group of Companies, please visit www.montchoisy.com. The company reserves the right to call only the most suitable candidates for an interview and not to make any appointment following this advertisement.