Condominium Manager

Position of immediate Supervisor: Property Manager/Director

General Summary of Responsibilities

• Fully responsible for the day to day operation of the complex / building
• Supervise and coordinate all maintenance and administrative staff assigned to the complex / building.
• Carry out all maintenance functions to the highest standard expected for the client and the subsidiary proprietors.

Specific Job Requirements

• Effective management of the recreation facilities, common areas including car parks, landscape areas and all M&E plants, fixtures and fittings.
• Effective Maintenance Fund collection.
• Effective preventive maintenance programs to avoid large expensive repairs.
• Competitive tendering to ensure purchases and service contracts are on competitive terms.
• Filing of insurance claims for any damages to common property.
• Controlling expenses.
• Recommending a sound budget for each year to determine the amounts to be collected for the Maintenance Fund and Sinking Fund.
• Ensuring compliance with warranties, guaranties and defect liabilities.
• Ensuring high level of security, cleanliness and housekeeping.
• Covenant enforcement:
   - Ensuring proper co-ordination/management of renovation works.
   - Effective management of surplus funds through’ fixed deposits.
   - Maintaining proper book- keeping and proper accounting records.
   - Ensuring GST returns are submitted on time.
   - Ensuring 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.
   - Ensuring all insurance policies are renewed on time.
   - Ensuring all correspondence, statutory notifications and enquiries are promptly handled.
   - Ensuring effective control over all licensed contractors appointed to service the estate.
   - Ensure that proper and fair booking system is done on the use of all the recreational facilities.
   - Keeping proper records of and attending all complaints, queries and suggestions made by the subsidiary proprietors/residents and to establish and maintain good relationship at all times.
• Prepare Minutes of Council Meetings.
• Ensure that members of the staff do not conduct himself or herself in a way which might bring the Management Corporation into disrepute.
• Ensure that no member of staff take personal advantage of privileged information obtained in the course of business.
• Ensure all contract works/ routine servicing are carried out accordingly as specified in their contracts agreement.
• Ensure that all orders and instructions issued by the Council either verbally or in writing are carried out promptly and efficiently.
• Ensure compliance with divisional policies
• Plan and carry out preventive building maintenance works for common facilities and properties.
• Ensure all residents’ complaints are attended to promptly and efficiently and monies collected are handed to the Accounts Department immediately.
• Place orders for building maintenance materials and to keep track of its issuance as and when required.
• 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.
• Plan duty roster, affecting replacement and covering of duties for all site staff.
• Day to day supervision of the site management staff.
• Oversee the security of the building and keep tenants informed of the emergency procedure.
• On site co-ordination of all plant and equipment maintenance by contractors.
• Maintenance of cleaning standards.
• Oversees the administration maintenance contracts.
• Ensures all purchase/ works orders issued are in order and within the budget allocated.
• Guide and supervise the property officer in the carrying out of all his duties.
• Prepare all tender documents, agreements, contracts and other legal documents.
• Review of property for insurance purpose and recommend sum insured for the various policies.
• Recommend annual salary adjustment.
• Review all contracts, agreements and insurance 2 months before their expiry and recommend renewal or call for quotation/ tender.
• Attend council Meetings and Annual General Meetings.
• Vet all outgoing correspondences and minutes of meetings.
• Staff recruitment.
• Arrange for annual audit of accounts.
• Advise Council if expenditure is within the budget approved at General Meetings/Monthly financial accounts/revision monthly statement.
• Recommend appropriate actions to be taken against defaulters with assistance from solicitors.

Job Specification

• At least 3-5 years experience in condominium / complex management.
• Estate Management diploma preferred.
• Strong communication and negotiation skill.
• Ability to handle pressure and multiple tasks.
• Computer literacy.
• Mature and outgoing personality.

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