Repairs & Maintenance Administrator (

Repairs & Maintenance Administrator (Bodies Corporate, Home Owners Associations, and other community schemes)
R&M ADMINISTRATION
General office administration
Opening of Job Cards for R&M requests
Opening of Job Cards for Insurance Claims, submitting quotes to Insurer, liaising with Assessors, Brokers, Insurers
Following up on Job Cards on RMO System (in-house job card management programme)
Liaising with Contractors in a daily basis for quotes
Collecting, collating and providing the Trustees/ExCom with the necessary information to enable them to make a decision on appointing Contractors to attend to R&M jobs
Follow-up on completion by Contractor of approved R&M jobs
Getting the appropriate approval from Trustees/ExCom/Owners in order to pay Contractor invoices
Submitting invoices with approvals to the Finance Department for payment
Ensure that “Happy Letters” are submitted by Contractors for jobs completed
Ensure Contractors use RMO system for updates and comments
Match the invoice and job card for payment approval, and ensure that Contractor used the RMO job card number on his invoice as reference

Keep RMO job card updated and close when job is completed, invoice is uploaded to RMO, and paid
Diary Management: Scheduling of appointments with Building Managers/Caretakers/Trustees/ExCom
Attending Trustee and General Meetings, if required
Attending to matters arising from meetings. Feedback provided by Portfolio Manager.
Assisting Owners with queries
Assisting Trustees/Excom on matters applicable to scheme
Liaise where necessary between Contractors/Owners/Trustees/ExCom for access to Common Property or Units
Meetings with Building Managers/Caretakers
Cell-to-gate registrations of Owners or there tenants
Keep Scheme information in Permanent Folder (on server) in a neat an organised fashion
Weekly feedback to Portfolio Manager on outstanding R&M jobs
Weekly to Monthly feedback to Trustees/ExCom on outstanding R&M jobs, or as instructed by Trustees/ExCom
Quarterly site visit with Portfolio Manager or as required and providing the Trustees with a Site Visit Report within 7 days
COMMUNICATION
Ensure an effective and professional communication strategy with Trustees/ExCom/Owners/other Personnel
Communication with all role players (Contractors/Brokers/Insurers/Legal /Finance/Portfolio Managers/Management)
Typing of correspondence to Owners on Trustee/ExCom instruction
Follow-up on complaints/queries, and provide feedback to Trustees/ExCom where required
Follow-up daily on R&M jobs with all role players
Dealing timeously with daily correspondence
E-mail management (respond within 24-hours on emails)
Telephone management (respond to all messages the same day)
Liaising between Contractors and Departments and Trustees/ExCom
Sending of communication through in-house systems (RMO), Portal, Outlook

Job ID : , #1550, 217 views,

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