Admin Manager

Job Summary

The Building Administration Officer is responsible for assisting in the day-to-day administration and operations of the building to ensure a safe, clean, and well-maintained environment for tenants, employees, and visitors. The role coordinates building maintenance, contractor activities, tenant concerns, regulatory compliance, and administrative functions while supporting the efficient operation of the property and maintaining excellent customer service.

Key Responsibilities

Building Operations

• Monitor the daily operations of the building and ensure facilities are properly maintained.
• Conduct routine inspections of the building, common areas, and equipment to identify maintenance requirements and operational concerns.
• Coordinate preventive and corrective maintenance activities with contractors and service providers.
• Ensure the cleanliness, safety, and proper upkeep of common areas, amenities, and surrounding premises.

Administrative Functions

• Prepare and maintain operational, maintenance, incident, and accomplishment reports.
• Maintain organized records of maintenance activities, tenant requests, contractor performance, and building inspections.
• Assist in monitoring maintenance expenses, service contracts, and operational budgets.
• Coordinate the processing and renewal of business permits, licenses, and other government compliance requirements.
• Ensure all building documents and records are complete, accurate, and properly filed.

Tenant Relations

• Respond promptly to tenant inquiries, concerns, and service requests.
• Coordinate tenant move-ins, move-outs, tenant renewals, occupancy status, and lease-related concerns fit-out works, and renovation activities in accordance with building policies.
• Ensure timely resolution of tenant concerns while maintaining a high standard of customer service.

Contractor Coordination

• Ensure contractors comply with building policies, safety requirements, and agreed project timelines.
• Verify the completion and quality of maintenance and repair works.

Safety and Compliance

• Monitor compliance with company policies, building regulations, occupational safety standards, and government requirements.
• Assist in implementing emergency preparedness programs, fire safety procedures, and evacuation drills.
• Coordinate with security personnel to maintain effective building security and access control.
• Report safety hazards, incidents, and operational risks to management and recommend corrective actions.

Qualifications

• Bachelor's Degree in Engineering.
• At least 3–4 years of experience in building administration, facilities management, property management, or a related field.
• Knowledge of building operations, maintenance coordination, occupational safety, and government regulatory compliance.
• Experience in report preparation, documentation, contractor coordination, tenant relations, scheduling, and business permit processing.
• Proficient in Microsoft Office applications and report preparation.
• Strong organizational, communication, customer service, and problem-solving skills.
• Able to work independently, manage multiple priorities, and coordinate effectively with tenants, contractors, and internal departments.