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