Key Responsibilities:
1. Administrative Duties
Serve as the main point of contact for residents, responding to inquiries, complaints, and requests efficiently.
Maintain and organize strata documents, including resident contact information, correspondence, notices, and official records.
Support the management team in the preparation for Annual General Meetings (AGMs) and other committee meetings by managing documentation, scheduling, and notifications.
Prepare and issue notices, circulars, and other official communications to residents as needed.
Handle resident registration, ensuring that all units are accurately recorded with relevant ownership or tenancy information.
Oversee and maintain inventory of office supplies, ensuring administrative continuity.
2. Accounts and Financial Management
Process and record all accounts payable and receivable transactions, including payments from residents for maintenance fees and other dues.
Generate monthly financial reports detailing income and expenses, providing updates to the MC and property manager.
Track overdue accounts, send reminders to delinquent accounts, and manage collections as per the policies of the MC.
Assist in budget preparation and monitor expenses, highlighting discrepancies and assisting in budget control.
Handle bank deposits, reconciliations, and ensure accurate and timely reporting of financial data.
Manage petty cash, maintain accurate records, and submit reports as needed.
3. Resident Billing and Collections
Prepare and issue invoices, maintenance fee statements, and other billing documents to residents, in line with the schedule set by the MC or property management.
Track payment records for each resident, issuing reminders for overdue payments and working with residents to resolve outstanding accounts.
Coordinate with legal or collections agents for accounts that require formal recovery actions under the MC's approval.
4. Payroll and Vendor Payments
Process payroll for on-site staff (if applicable), ensuring accurate record-keeping and timely payments.
Manage payments to vendors, contractors, and service providers, ensuring prompt and accurate settlement of invoices.
Maintain vendor contracts, liaise with contractors on payment issues, and report any discrepancies to management.
5. Compliance and Record-Keeping
Ensure all financial transactions are compliant with the Strata Management Act 2013 and other relevant regulations.
Maintain accurate and up-to-date records of all strata-related financial activities, ensuring they are ready for auditing.
Manage filing and record-keeping of all financial documents, contracts, and official paperwork in an organized and accessible manner.
6. Support for Strata Management and Building Operations
Assist in the coordination of property inspections, maintenance schedules, and contractor appointments, keeping detailed records.
Work with the Building Manager to ensure all resident records are updated and reflect current status, particularly with regard to tenancy, billing, and owner information.
Provide administrative support in the preparation and execution of AGMs, recording minutes, and filing meeting outcomes.
Required Skills:
Strong understanding of accounting principles and proficiency in accounting software (e.g., QuickBooks, MYOB).
Excellent administrative and organizational skills, with a focus on attention to detail.
Strong interpersonal and communication skills, with the ability to interact professionally with residents, vendors, and team members.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and any relevant strata or property management software.
Knowledge of relevant legislation, particularly the Strata Management Act 2013.