The role supports the Retirement Village Housing management function. It provides statutory support in terms of meeting coordination and administration as well as general estate related administration. The operational activities include venue and facility coordination for functions/activities as well as coordination and administration of the maintenance service provision.
The position assists the Estate Manager and Accountant as requested, within the scope of this job profile and the Estate Management SLA/Contract.
Duties and Responsibilities:
Statutory Support: Meetings
- Sends meeting notice to required attendees via appropriate communication platform
- Set up meeting facilities and ensure hard copies of relevant documentation is readily available
- Assist secretary with minute taking and drafting of proxies, nominations and agendas as requested.
- Distribute minutes, notices and circulars as per agreed timelines.
- Keep records of meeting minutes, attendance registers and statutory information, in line with best practice.
Statutory Support: Admin
- Assists Estate Manager with insurance process and obtaining quotes, as requested
- Assists the Accountant to handle owners' levy related queries.
- Maintains a system for logging residents' queries, keeps detailed records and facilitate resolution as appropriate.
- Maintain an updated database of all resident and owner details (especially contact information).
- Conducts regular visits to engage with residents (especially to residents noted by the Nurse).
- Obtains quotes for the Finance Committee budget process, as requested.
Operational Functioning
- Coordinate activity requests with the venue schedule.
- Liaise with catering for booking requirements, as needed.
- Set up venue and related facilities, as appropriate.
- Coordinate the pool and gym facilities (including cleaning).
- Ensure cleaning and general upkeep of common area and guard house.
- Ensures care centre facilities are set up for activities.
- Ensures maintenance service providers are equipped to perform their function and log hours utilised on common property.
- Assists residents with maintenance queries/requests, log hours and forward to the Accountant for billing.
- Responds appropriately to emergencies.
Estate Compliance
- Enforce compliance to estate rules and send letters to offenders, as appropriate.
- Manage the entire process for all aesthetics applications.
- Addresses and/reports complaints of non-compliance (to estate rules).
- Assists the Estate Manager, as requested, in managing the service providers/sub-contractors
