URGENT CDO- Property Administrator

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.

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.