Admin Executive

Objective

Support the Centre Management Team by driving effective daily operations through solid administrative oversight, precise financial handling, and proactive tenant communication.

This role ensures strict adherence to MCST regulations, timely financial and contract processing, efficient vendor coordination, and seamless management of meetings and statutory events.

Additionally, it provides leadership to the Concierge team to uphold a professional front-of-house presence and maintain high service standards across the property.

Key Duties

Administration

• Manage applications, sales, inquiries, verification, billing, and reconciliation for season, hourly, and complimentary parking tickets.
• Oversee End-of-Trip facilities such as bicycle parking, lockers, and showers including user records, access control, maintenance, and cleanliness.
• Maintain organized filing systems for both digital and physical documents.
• Support procurement activities by obtaining quotations for services and goods.
• Prepare and follow up on expense approvals and assist in tracking related expenses.
• Assist with contracts management and documentation, monitoring term contracts and license expiry dates.
• Prepare Council meeting presentations and minutes, as well as monthly management reports.
• Coordinate preparation of AGM/EGM documents, registration lists, and minutes across multiple entities.
• Liaise with vendors including copier/printer services, traffic marshals, water dispenser suppliers, and building contractors.
• Organize meetings and events as required and maintain supplies like stamps, stationery, and refreshments.
• Provide administrative assistance to the Centre Management Team, including handling calls, typing, and filing.
• Perform additional duties assigned by supervisors.

Financial Management

• Prepare and issue monthly invoices and reminders for MCST and sub-MCs.
• Update debtor ledgers and address billing inquiries from owners and tenants promptly.
• Maintain comprehensive accounts for all three entities, including bank reconciliations and payment processing.
• Process supplier payments within agreed credit terms or client requests.
• Keep detailed records of balance sheet items such as deposits, prepayments, accruals, creditors, recoverables, and provisions.
• Support the annual financial audit process for all entities.

Tenant Relations

• Handle escalated tenant feedback by collaborating with relevant staff to ensure timely resolution.
• Assist in conducting annual tenant satisfaction surveys for office and retail tenants, including survey design, encouraging participation, analyzing results, suggesting service improvements, and following up.
• Maintain updated tenant contact directories including key contacts, emergency information, fire wardens, and mailing lists.
• Perform ad-hoc tasks as required.

Concierge Operations

• Lead, guide, and mentor the Concierge team to ensure consistent and high-quality performance.
• Provide training to new Concierge staff on duties and system operations.
• Ensure timely processing and payment of all related transactions.