DUTIES AND RESPONSIBILITIES OF CONDOMINIUM MANAGER
Management & Maintenance
1. To conduct daily meetings, direct and coordinate the activities of all site staff ensuring the highest level of esprit de corps and team work is maintained at all times.
2. To regulate and control the use of common properties and facilities.
3. To plan, implement and review Management Corporation’s decisions and policies encompassing both routine and cyclical maintenance.
4. To control estate cleaning, security, landscaping, building maintenance and contractors and provide necessary certification of completed works undertaken by contractors and make recommendations for approval of payment thereof.
5. To prepare and implement planned maintenance program for the suitable maintenance, improvements, additions and alternations and repairs to the common properties.
6. To carry out regular inspections of the common properties in the building to ensure that they are of satisfactory and serviceable condition and to properly maintain to the standards required by the relevant authorities and the Management Corporation.
7. To advise the Management Corporation and administer the functions and affairs of Management Corporation in compliance with the Building Maintenance and Strata Management Act (BMSMA).
8. To provide innovative and practical ideas including on-going review of work method, cultivation of corporate objectives, staff training, knowledge enhancement, contract specification, to meet needs of Management Corporation and subsidiary proprietors.
9. To establish rapport with Management Corporation’s members and subsidiary proprietors/ residents and all staff and contractors of the building.
10. To liaise and coordinate with relevant government bodies, managing agent and legal advisers, to enhance effectiveness of Management Corporation to achieve successful completion of Management Corporation’s projects.
11. To co-ordinate the management of renovation works of SPs and residents or tenants of the estate.
12. To recommend improvement works to the property to enhance its image and prestige.
13. To prepare competitive tendering to ensure purchases and service contracts are on competitive terms and analyze tenders for recommendation to Management Corporation.
14. To ensure all insurance policies such as Fire, Public Liability, Plate Glass and error and omissions for the condominium is covered at all times and to effect insurance claims for any damage to common property, when necessary.
15. To enforce and ensure compliance of By-laws, house rules and government regulations by all subsidiary proprietors, tenants and residents of the estate.
16. To ensure smooth issuance and handling of security passes, carpark labels, collection of administrative fees/renovation fees, etc.
17. To plan and organize activities held on selected festivities and events for the estate
Administrative
1. To organize monthly Council meeting and/or various sub-committee meetings.
2. To prepare minutes, agenda and other documents for Council meeting and/or various sub committee meetings.
3. To organize, co-ordinate and conduct Annual General Meetings.
4. To attend to all correspondences and inquiries relating to common property on behalf of the Management Corporation. Advise and propose the necessary remedial actions required.
5. To ensure confidentiality of sensitive documents.
6. To manage and maintain proper and updated records of all files, correspondences, documents and materials pertaining to Management Corporation matters and to maintain and update the register of subsidiary proprietors and residents’ particulars.
7. To ensure proper recording of all site-staff matters, including attendances and Saturday-off privileges, urgent day-offs, annual leave, update of personal particulars, etc.
8. To conduct performance appraisal of site staff regularly.
Financial
1. To ensure that the financial administration of Management Corporation’s operation is in accordance to industry standards and good practice and in accordance to BMSMA and financial rules.
2. To charge and collect on behalf of the Management Corporation from subsidiary proprietors and residents, management fees, sinking funds and any other charges as payable and due from time to time and to ensure issuance of receipts on behalf of the Management Corporation for all monies received.
3. To formulate and administer effective payment of arrears and monitor arrears status and effectively initiate action for arrears recovery, by taking all necessary steps to recover any such monies owed to the Management Corporation.
4. To ensure preparation of timely monthly financial reports, and annual audits in accordance with statutory requirements.
5. To verify accuracy of all payments made by the Management Corporation.
6. To monitor fixed deposits maturity, if any.
Job Requirements:
- Diploma / Degree in Estate Management, Real Estate or equivalent
- Minimum 3 to 5 years’ of experience as Condo Manager in managing a big-sized estate.
- Must be conversant in the BMSMA
- Can communicate well in English
- Computer literate
- Strong client focus and able to maintain a high level of property management service.
- Strong administrative and co-ordination skills.
