Project Co-Ordinator, Geylang

General Summary of Responsibilities Responsible for the day-to-day coordinate the maintenance and operations of the condominium / property. Manage all maintenance functions to the highest standard expected for the client and the subsidiary proprietors (Security, Cleaning, Landscape). Inspect buildings, grounds, facilities, and equipment routinely. Execute effective preventive maintenance programs for common properties, equipment, and facilities to prevent large restoration costs. Review and administration of maintenance contracts including insurance policies of the estate. Establish and maintain good relationship with subsidiary proprietors and occupiers of the estate. Ensure all residents' feedbacks are attended to promptly and efficiently. Ensure and attends regular meetings are convened with the client and Pro-team Committee, record and circulate all minutes of the meetings promptly Preparation of AGM Documents. Prepares and attend Council Meetings and Annual General Meetings. Prepare and submit all necessary documents after AGMs to Building Construction Authority (BCA) or any relevant authorities as needed. Review performance of staff and counsel/ discipline when required. Specific Job Requirements: Maintenance Ensure effective management of the recreation facilities, common areas including car parks, landscape areas and all M&E plants, fixtures and fittings. Implement effective preventive maintenance programs for common properties and facilities to avoid large expensive repairs. Ensure high level of security, cleanliness and housekeeping. Oversee the administration maintenance contracts. Insurance Ensure all insurance policies are renewed on time. File insurance claims for any damages to common property. Review property for insurance purpose and recommend sum insured for the various policies Contractor / Procurement Management Ensure compliance with divisional policies Allow Competitive tendering to ensure purchases and service contracts are on competitive terms. Ensure compliance with warranties, guaranties and defect liabilities. Ensure proper co-ordination/management of renovation works. Ensure all purchase/ works orders issued are in order and within the budget allocated. Ensure effective control over all licensed contractors appointed to service the estate. Ensure that all orders and instructions issued by the Council either verbally or in writing are carried out promptly and efficiently. On site co-ordination of all plant and equipment maintenance by contractors. Prepare all tender documents, agreements, contracts and other legal documents. Review all contracts, agreements and insurance 3 months before their expiry and recommend renewal or call for quotation/ tender. Review all service providers' performance. Customer Service/ Public Relation Establish and maintain good relationship with subsidiary proprietors and occupiers of the condominium Complaint Management Keep proper records of and attend to all complaints, queries and feedback made by the subsidiary proprietors/residents and to establish and maintain good relationship at all times. Ensure all residents' complaints are attended to promptly and efficiently. Financial Management Recommend a sound budget for each year to determine the amounts to be collected for the Maintenance Fund and Sinking Fund. Covenant enforcement: (i) Effective Maintenance Fund collection. (ii) Monitor the expenditure incurred to avoid large variation from budget. (iii) Effective management of surplus funds through' fixed deposits. (iv) Maintaining proper book- keeping and proper accounting records. (v) Ensuring GST returns are submitted on time. Advise Council if expenditure is within the budget approved at General Meetings/Monthly financial accounts/revision monthly statement. Ensure daily audit on petty cash management. Facility Booking Ensure proper and fair booking system is carried out for the use of all the recreational facilities. Ensure proper records of all collection. Ensure monies collected are remitted to HQ Accounts Department promptly. Meetings Ensure regular meetings are convened with the client and Pro-team Committee when it is formed and record and circulate all minutes of the meetings promptly. Ensure all correspondences, statutory notifications and enquiries are promptly handled Co-ordinate council meetings and general meetings. Prepare Minutes of Council Meetings. Attend Council Meetings and Annual General Meetings. Prepare and submit all necessary documents after AGMs to Building Construction Authority (BCA) or any relevant authorities as needed Vet all outgoing correspondences and minutes of meetings. Event Management Plan and organize activities and decoration during major festive seasons: Chinese New Year, Hari Raya, Easter, Moon Cake Festival, National Day, Christmas. Staff Management Day to day supervision of the site management staff. Lead and motivate team of staff to provide quality service. Coach and guide staff in their duties. Monitor attendance of staff on site. Review performance of staff and counsel / discipline when required. Emergency Response Ensure that colleagues and service providers are briefed on emergency response procedures In an emergency situation which occurs after office hours, ensure all concerned parties are contacted and recalled to attend and rectify/ reset the fault quickly. Note: Some Job duties may vary depending on site requirem