Assistant Manager, Property Management (Office Buidling)

1. Daily Operational Management
• Assist and support in the setting up and development of the operational policies, procedures and manuals of the building in order to produce efficiency across the team (parking, engineering, outsource service, customer service).
• Pro-actively assist in management the building in its day to day operational activities within capacity, providing a professional and high quality building management service.
• To undertake regular inspections of the building as per the periodic inspection schedules and respond to related problems, issues, breakdowns and callouts in a timely and professional manner when needed.
• Perform any additional duties on an as required basis and support the Property Manager as needed.
• Attend Management's meetings, Owner's meetings and Tenant's meetings as required
2. Budgeting, Cost Control, and Asset Register
• Assist Property Manager in the development of capital and operating expense budgets which include planning for infrastructure upgrades, equipment replacements and building modifications and other items necessary to ensure the building continues to operate as maximum effectiveness and efficiency
• Work closely with the Accounting Department and provide full support on all department purchasing matters
• Assist in the provision of any building operational, accounting or budgeting reporting requirements as necessary or as requested by management
3. Project Management
• Assist in project management for Landlord refurbishment works for upgrade of MEP systems and general refurbishment of public areas in the retail and office parts of the building.
• Coordinate all design concepts proposed by the appointed consultants with the Landlord's corporate team under the guidance of the Property Manager and Asset Manager.
• Assist with tender process according to corporate guidelines for selection & appointment of contractor, manage contractors, approve drawings, carry out inspections provide support to contractors regarding technical drawings, and ensure completion of all works according to agreed and expected standards.
4. Reporting
• Assist in production of weekly/monthly/ yearly report on building's operational and financial performance (AEI, ACG, Forecasting, Budgeting etc.
5. Legal document administration and file plan management
• Record keeping of all legal documents, license, and any similar documents
• Track expiry of legal records and renew as necessary
• Provide notarized legal documents as required
• Prepare reports for senior management as appropriate
• Actively support relevant department heads to implement a comprehensive document administration system by ensuring that:
 Comprehensive File plans for storage of all business critical documents and information are implemented;
 Appropriate physical storage of all business documents, files, as built drawings, approval drawings, etc. are in place.
6. Government liaison
• Prepare legal documents and meet government agents as required
• Work with DPI to apply for registration of new company's information if needed
• Liaise with other governmental agents/ department as required or upon request
• Prepare reports for external regulatory bodies as required in conjunction with senior management
7. Audits
• Ensure smooth planning for CSA team meetings and assist with all requirements
• Actively support the Mapletree CSA team in the preparation or follow up process for CSA matters and assist CSA team during all onsite visits as needed
• Support senior management in preparation/ execution of internal audits and support the audit team as required
8. Hotel & Residences Support
• Proactive support Intercontinental Saigon Hotel & Residences for regulatory and compliance issues
• In conjunction with IHG senior management to resolve operational/documentation issues may incur
• Perusal of all OPEXs and CAPEXs including payment and accounting matters
• Participate doing budget/forecast for CAPEXs.
• Fixed Asset management, including but not limited counting and auditing.