Property Operations Specialist

Job Description for the assistant in the leasing Dept. and the building management office
The Assistant to the Foreign Manager in the leasing Dept. and the building management office provides administrative, operational, and communication support to ensure smooth daily operations of the building. This role acts as a bridge between the foreign manager, local staff, tenants, and service vendors, ensuring timely execution of tasks and excellent service quality.
1. Administrative & Coordination Support
• Arrange schedules, meetings with our building management office, and arrange thevisitor appointments, and internal coordination for the Manager.
• Prepare meeting minutes, reports, notices, and documentation.
• Maintain organized records of contracts, permits, maintenance logs, and compliance files.
2. Building Operation Support
• Assist in monitoring daily building operations including security, cleaning, and technical services.
• Track maintenance schedules, repair requests, and follow up with contractors to ensure timely completion.
• Conduct basic inspections of common areas and report abnormalities.
3. Tenant Relations
• Serve as the first contact point for tenant inquiries, complaints, and service requests.
• Support tenant move-in and move-out procedures.
• Prepare tenant communication documents such as announcements, guidelines, and emails or telephone.
4. Vendor & Contractor Management
• Coordinate with service providers (security, cleaning, M&E contractors, elevator, HVAC, fire safety).
• Assist in reviewing service proposals, quotations, work orders, and invoices.
• Monitor vendor performance and ensure adherence to SLA and building standards.
5. Reporting & Data Management
• Prepare operational reports including utility consumption, maintenance logs, incident reports, and performance summaries.
• Support budget tracking and payment documentation for property-related expenses.
6. Translation & Communication Support
• Translate documents, emails, policies, and guidelines between English and Vietnamese.
• Interpret during meetings between the foreign manager and local teams/tenants.
• Facilitate cultural and communication alignment across teams.
7. Project Assistance
• Assist with renovation, fit-out projects, building upgrades, and audit preparation.
• Coordinate with authorities when needed (fire safety, environment, compliance).