Operations Admin Executive (Coliving/Hotel/Serviced Apartment)

About Coliwoo

Founded in 2019 as a subsidiary of the LHN Group, Coliwoo is a pioneer in Singapore’s purpose-built co-living sector and the top local operator in this domain. The company provides carefully crafted rooms equipped with modern amenities, complemented by spacious communal lounges designed to encourage interaction among residents from diverse backgrounds. Supporting Singapore’s ambition to achieve net-zero emissions, Coliwoo prioritizes sustainability by rehabilitating underused properties and incorporating green technologies such as solar panels and electric vehicle charging stations. This distinctive blend of comfort, community, and environmental stewardship underscores their vision for contemporary urban living while promoting sustainable development.

Key Responsibilities

• Manage inquiries and follow-up activities regarding THM and related system issues.
• Provide support for Operations Admin Executives (OAEs) across all Coliwoo locations during their absence or as needed.
• Oversee order management and claims submissions in collaboration with the maintenance team.
• Keep track of and maintain various monitoring files and records collected from all sites.
• Offer administrative assistance whenever required.
• Prepare and compile weekly and monthly operational reports.
• Coordinate with onsite teams to ensure comprehensive and effective training is delivered.
• Supervise daily facility operations and collaborate with contractors, maintenance, and housekeeping teams to resolve operational issues.
• Coordinate special tenant requests, such as pre-termination and replacement requests, following company policies and standard operating procedures.
• Handle tenant-related documentation including background checks, collection of tenant details, tenancy agreement filing, and security deposit management.
• Work alongside the Marketing team to gather and consolidate the weekly sales report.
• Maintain data integrity within the Ibase system and automate operational document workflows.
• Monitor monthly rental arrears and liaise with tenants to ensure timely payment.
• Generate and analyze weekly aging reports, implementing credit control measures as needed, including issuance of late fee credit notes.
• Report credit control issues to management during monthly meetings.
• Coordinate with Companies and Finance teams for the issuance of monthly invoices.
• Manage and distribute monthly statements of account to Coliwoo tenants.
• Oversee inventory management for office supplies and maintain accurate records.
• Carry out additional ad-hoc tasks assigned periodically.

Job Requirements

• Possess at least a GCE `O' Level certificate or a Diploma.
• Demonstrate proficiency and hands-on experience with PC operations.
• Be quick-thinking and proactive in taking initiatives.
• Exhibit excellent communication skills and a strong customer service mindset.