Property Administrator

Qualifications Education: • Bachelor's Degree in Mechanical, Electrical, or Civil Engineering. • Preferably a licensed engineer. Experience: • 1 to 3 years of relevant work experience. • Background in facilities management, commercial/residential property, hospitality management, or related industries. Job Description Leadership – A Core of the Site Team • Overall responsible for the management and operations of Navona Court including the site team’s supervision. • Provide day-to-day guidance and work with staff to ensure a high-performance, customer service-oriented work environment that supports achieving the department’s strategic plan and objectives. • Responsible for the delivery of annual performance targets of the property. • Set up a system for efficient administrative, technical, health and safety processes, including work permits and construction bond application & refund. • Prepare medium to long-term programs for estate operations, facilities upkeep, and improvements. • Oversee and/or take appropriate measures to ensure 100% visibility of on-site PMT. • Monitor, control, and organize all on-site staff assigned to the property and be responsible for the actions of such staff, ensuring that staff rosters and holidays are adequately covered. • Motivate and encourage subordinates towards continuous performance improvements and compliance with safety rules and regulations through coaching, supervision, and fair performance reviews. • Select, train, supervise, and evaluate assigned staff. • Participate in establishing performance requirements and personal development targets for assigned staff. • Perform other duties that the PMD Manager/Supervisor may assign. Project Execution and Delivery • Responsible for strictly implementing the DORs, Guidelines, Operation Manuals, Policies, and Procedures. • Review and submit recommendations on additional provisions or revisions on the property. • Familiarize with the Master Deeds, Restrictions and By-laws, and Articles of Incorporation of the assigned property. • Lead in the unit acceptance and turnover to buyers. • Ensure unit readiness based on approved standards and tolerance parameters before unit acceptance. • Monitor the efficiency of unit turnovers following the approved Turnover Procedure. • Evaluate and ensure the timely completion of rectification of units with valid defects and warranty claims in coordination with the TS Supervisor and TQ Supervisor. • Anticipate daily management problems. If unresolved, advise the PMD Manager immediately and submit a detailed written report if necessary. Engineering and Technical Services • Monitor and control the cost of operations and maintenance of equipment and facilities. • Seek ways to improve tools/equipment performance, utilization, and workforce productivity. • Implement strict monitoring and preventive maintenance of facilities and equipment to avoid breakdowns. • Ensure housekeeping is maintained per the approved scope of works, service level agreements, and management recommendations. • Monitor timely submission of power and water consumption readings in coordination with the WO Supervisor. Risk Management and Compliance • Evaluate and recommend actions on reported maintenance problems, safety hazards, and other estate-related concerns. • Act as Chief Marshall in onsite emergencies. • Ensure compliance with all legally mandated safety requirements. • Implement all government and estate-mandated safety drills and evacuation procedures. Reports & Documentation • Prepare and submit accomplishment, progress, and incident reports. • Manage documents including turnover & move-in databases, utility readings, endorsements, formal letters, meeting minutes, waivers, etc. • Control all operation-related documents: utility billings, purchase requests, payments, work orders, requisition forms. • Draft and send circulars, memos, and communications to tenants, unit owners, vendors, and contractors. Client and Tenant Relations • Meet unit owners during unit acceptance, turnover, and orientation on subdivision guidelines and house rules. • Build strong relations with tenants, unit owners, and Board of Directors. • Anticipate and address concerns in a timely manner. • Respond to queries regarding billing and other tenant matters. • Maintain clear communication with the Homeowners Association to promote mutual understanding and resolve conflicts. Vendor Management • Facilitate the selection of service contractors and ensure service quality within project requirements and budget. • Monitor and manage contract renewals for services such as housekeeping, security, garbage collection, pest control, and STP. • Ensure work completion as agreed upon in contracts. • Evaluate contractor performance and recommend improvements for efficiency. Financial Management • Oversee OPEX implementation; adjust as needed to meet objectives. • Draft, review, and submit Annual OPEX and CAPEX. • Identify cost-saving initiatives and reduce obsolescence. • Ensure timely processing of monthly billings. • Monitor construction bond collections, penalties, and refunds. Sustainability • Implement energy conservation measures across utilities, materials, and tools. • Ensure timely sourcing and inventory of tools, spare parts, and equipment to maintain smooth operations.