Administrative Officer (Hylife Property Services Management)

Job Details

• Prepare and process payment requests and reimbursementdocuments for utility bills such as water, electricity, and other facility expenses.\
• Coordinate with finance and procurement departments for payment ofmaintenance, landscaping, security, and housekeeping services.
• Maintain accurate records ofservice contracts, invoices, receipts, and payment schedules.
• Handle documentation for resident requests, such as applications for electricity and water meters.
• Manage records related to building maintenance, defect repairs, and service provider agreements.
• Track and monitor recurring expenses for building operations and report to management as needed.
• Liaise with utility companies, contractors, and service providers to ensure timely and accurate billing and service delivery.
• Assist in drafting letters, notices, and reports related to aftersales service and resident communication.
• Organize and maintain physical and digital filing systems for all aftersales and facility management documents.
• Support the aftersales team in coordinating with residents regarding defect rectification updates and service appointments.
• Prepare regular summaries and reports ofbuilding operation costs and administrative activities.
• Help facilitate internal audits by providing necessary documents and records.
• Ensure compliance with company policies and regulatory requirements in all administrative processes.
• Assist in onboarding new residents by preparing utility registration forms, and property documents.
• Provide administrative support for meetings, including scheduling, minute-taking, and document preparation.
• Assist with other administrative or operational duties as delegated.
• Maintain good relationship with current clients and suppliers.
• Coordinate with others division.

Qualifications

• Bachelor’s Degree or Higher.
• At least 1–3 years ofexperience in administrative roles, preferably in real estate or facility management.
• Strong communication and negotiation skills.
• Full-Service mind, good interpersonal skill, able to handle confidentiality.
• Able to handle pressure and multiple tasks.
• Excellent time management skills, ability to prioritize.
• Self-directed and able to work without supervision.
• Experience with document management systems is a plus
• Basic understanding ofutility services and vendor coordination is preferred.
• Proficient in Microsoft Office (Word and Excel)