career progression in abacus property

The Portfolio Executive and Manager form part of the First Response Team for deployment in new and existing projects and they are in charge of multiple commercial, industrial and government projects to ensure the quality and consistent services to clients.

• Conduct scheduled checks and inspection on grounds to ensure property is well maintained.
• Ensure building statutory requirements are complied.
• Ensure compliance of PDPA when developing and implementing policies and processes for handling personal data and alert management to any risks that might arise with regard to personal data
• Review and recommend replacement/improvement plans for managed sites
• Provide essential customer service support to the residents and owners.
• Review and propose quality assurance procedures including cleaning, security, repairs, maintenance, painting, air-conditioning, fire-protection, lifts and emergency procedures.
• Supervise and manage a team of site staff including cleaning and security contractors.
• Prepare or assist with monthly and annual narrative reports in accordance with management agreement, including financial data, data on variances to budget, arrears, vacant spaces, details of expenditure, contractor performance, details of defects with the building and remedial action taken.

• At least Diploma/ Degree in Estate Management or equivalent.
• At least 3 years of relevant working experience.
• Working knowledge of computer software (Microsoft Word, Excel and Powerpoint).
• Excellent written and oral communication skill, fluent in both English and Mandarin.
• Self starter, able to work with minimum supervision.
• Ability to work in team environment.
• Knowledge of BSMA (Building Strata Management Act).

The client facing and hands-on M & E Executive form part of the First Response Team for deployment in new and existing projects and they are in charge of multiple commercial, industrial and government projects to ensure the quality and consistent services to clients.

• Your responsibilities as a M&E Executive will be ensuring that the building's facilities are operated and maintained in a cost effective and reliable way:
• Provide general administration to all soft and hard services contracts for the building
• Monitor the key client team representatives to meet the expected service levels
• Create engineering and operation procedures for technical staff
• Continuously optimize the internal tools and procedures
• Manage on-site contractors and vendors to ensure the works done in respect of the contractual agreements
• Communicate with clients, architects, government representatives, engineers on management and maintenance matters related to the building
• Track the tenant satisfaction level regarding the facilities management and maintain the excellent working relationships
• Ensure proper tenant fit-out works and submit recommendations when appropriate
• Oversee the maintenance services from contractors to ensure conformity with established standards
• Ensure safety procedures align with HSE policy and standards
• Plan the Civil, Mechanical and Electrical tasks for facility operations

• Diploma/ Degree in Mechanical or Electrical Engineering, Facilities Management or other relevant qualification
• 5+ years in a similar commercial/ residential property management role
• FSM, GMM or GMFM certifications will be considered as an advantage
• Excellent written and spoken communication skills

The A &P, Lease and Tenancy Executive and Manager manage the retail spaces of new and existing projects including commercial, industrial and government to ensure the quality and consistent services to clients.

• Preparation of document relating to tenancy of the Properties within the Building, including fact sheets for prospective tenants, letter of offer, tenancy agreements and guidelines to carry out fitting-out works.
• Preparation and administration of Licence Agreement and coordinating handing/taking over o premises.
• Review and make recommendations on tenants' submission on proposed rental and layout plans.
• Review tenant mix, taking into consideration all of the offers received for the tender.
• Address tenants' queries and conduct site visits prior and during fitting out periods to review tenants' store designs in accordance to fit-out guidelines including final inspection after completion of fit-out woks.
• Prepare circulars and notice, maintain tenancy documents, arrears management, conduct checks on tenants' operating hours.
• Conduct periodic review including sharing benchmarking studies on rent structure/ tenancy schedule/ lease renewal/ tenant merchandise mix
• Process termination of leases and license agreements including pre-termination discussions including all renewals, pre-renewal discussions and providing recommendations on renewals.
• Ascertain hot spots and cold spots within the Properties and implement changes to improve the traffic flow of the Properties.
• To initiate tenant relation programmes to improve communication flow between the landlord and tenants
• To ensure maximum occupancy, including recommendation of potential prospects, cold cols and prospecting for suitable tenants.
• Track tenants' submission of monthly sales and monitor tenants' sales performance.
• Organise tenants and partners engagement sessions.
• Conceptualise, coordinate and execute marketing plans and strategies; carry out advertising, promotions and events to increase footfall and tenants' sales by working closely with creative/advertising/ PR agencies in the development and delivery of marketing tools within approved budget.
• Liase with retailers to secure their commitment to the mall so that cross-promotions can be cultivated.
• Monitoring of the Traffic Counter System and report footfall and retail behavior.
• Execute and manage on-ground promotion and event logistics, including the production of all above-the-line and below-the-line communication materials.
• Liase with tenants and partners for joint partnerships and promotions, with post-event reports.

• At least Diploma/ Degree in Estate Management or equivalent.
• At least 3 years of relevant working experience.
• Working knowledge of computer software (Microsoft Word, Excel and Powerpoint).
• Excellent written and oral communication skill, fluent in both English and Mandarin.
• Self starter, able to work with minimum supervision.
• Ability to work in team environment.
• Knowledge of A&P, Licensing, Lease and Tenancy Management in retail industry.

The Accounts Executive form part of the Accounts Team, in charge of multiple commercial, industrial and government clients to ensure timely financial advisory, support and reporting.

• Manage full set of accounts for the portfolio assigned
• Responsible for Property Management & Operation Filing
• Answer clients' enquiries pertaining to all relevant property management matters
• In charge of handover over/ takeover of projects
• Coordination Works with Project Manager on inventories and defects when handing over/taking over
• Provide administrative support in the areas of documentation, data entry, filing, reports for operations
• Conveyance with appointed law agencies and property agents to prepare property sales contracts and agreements

• Diploma or Degree in Accountancy or equivalent from recognised institutions
• 1 to 2 years related experience in property industry
• Good Customer Service Skills
• Proficient in MS Excel and Words
• Able to multi-task, meticulous and independent
• Dynamic, self-driven and enjoy working in a fast-paced environment
• Maintain positive attitude under pressure
• A team player who is also able to work independently

The Condominium Manager is responsible for the full administrative, financial and maintenance functions. He/She lead and manage site staff team and client-relationship.

• Manage and maintain residential/commercial property sites as assigned
• Conduct regular checks and inspection on grounds to ensure property is well maintained
• Ensure building statutory requirements are complied
• Review and recommend replacement/improvement plans for managed sites
• Provide essential customer service support to the residents and owners
• Identifies relevant tender notices and liaise with internal divisions, oversee the entire tender process
• Approve and adhere to budgets and expenditures.
• Maintain good relations with client, staff, contractors and visitors to the site
• Assists in the interviewing and hiring of employee with the appropriate skills, as needed.
• Establishes and maintains contact with Education institution including internship.
• Conduct orientation program for employees to receive the appropriate new hire training to successfully perform their job.
• Ensures employees are cross trained to support successful daily operations.
• Manage all staff through Scorecard Process with clearly defined goals
• Shape culture of Abacus Property and constantly repeating our core values.
• Reviews progressive discipline documentation for accuracy and consistency and checks for supportive documentation and is accountable for determining appropriate action.
• Communicates performance expectations in accordance with job descriptions for each position.
• Ensures compliance with procedure for accessing, reviewing, and auditing employee files and ensure compliance with the Personal Data Protection Act (PDPA).
• Ensures medical records are maintained in a separate, secure and confidential medical file.
• Ensures all safety and security policies are communicated to employees on a regular basis.

• Degree/Diploma in Building/Estate Management or equivalent
• Minimum 3 years of relevant working experience
• Knowledge of BSMA (Building Strata Management Act)
• Demonstrated oral and written communications skills
• Good time management and multiple tasking skills.

The Property Executive is responsible for the full administrative, financial and maintenance functions. He/She lead and co-manage site staff team and client-relationship.

• Manage and maintain residential/commercial property sites as assigned
• Conduct regular checks and inspection on grounds to ensure property is well maintained
• Ensure building statutory requirements are complied
• Review and recommend replacement/improvement plans for managed sites
• Provide essential customer service support to the residents and owners
• Identifies relevant tender notices and liaise with internal divisions, oversee the entire tender process
• Approve and adhere to budgets and expenditures.
• Maintain good relations with client, staff, contractors and visitors to the site

• Degree/Diploma in Building/Estate Management or equivalent
• Minimum 2 years of relevant working experience
• Knowledge of BSMA (Building Strata Management Act)
• Demonstrated oral and written communications skills
• Good time management and multiple tasking skills.

The Property Officer support their Reporting Officer in ensuring the smooth operations and effective management of the facility or building.

• In charge of facility management, bookings, maintenance of swimming pool, spa pool, sauna, gym, squash and tennis courts, playgrounds, patting green, BBQ pits, function room, games room, etc.
• Planning, organising activities, decoration during major festive seasons
• To assist the Reporting Officer in the daily operation and administrative works
• Attend to check-in and check-out of tenants
• Process enquiries/ feedback and remain contactable for clients.
• Process security pass/access card/carpark label.
• Process deposits and refunds.
• Follow quality assurance procedures including cleaning, security, repairs, maintenance, painting, air-conditioning, fire-protection, lifts and emergency procedures
• Ensure compliance of PDPA when developing and implementing policies and processes for handling personal data
• Coordinate with various team of site staff including cleaning and security contractors to achieve common goals
• Conduct scheduled checks and inspection, escalate irregularities to management and clients

• Diploma in Building & Estate Management /Building Services or equivalent
• 1-2 years' experience in estate or facility management
• Dynamic, independent and able to work under pressure
• Good interpersonal, communication and writing skills

The technician carry out all building maintenance work to ensure that the buildings are maintained at the highest standards.

• Daily switching (ON/OFF) of air-con including AHU condensing units, cooling towers, etc.
• Frequent checking of cooling tower fan motor compressors and water pumps for normal running condition.
• Regular monitoring of air-con temperature and pressure.
• Regular inspection for loose belts, filter cleanliness, drain pipe, noisy bearings, control circuit faults.
• Monthly greasing, sealing and cleaning of water pumps.
• Regular checking of fire alarm main and sub panel for normal operating condition.
• Frequent checking of water pressure to ensure fire hose-reels are in working condition.
• Visual inspection of lift for normal operating condition.
• Daily checking of common areas for defective lighting.
• Replacement of defective lighting and fittings.
• Clear chokes; trace and repair pipe leakage.
• Repair and replace wash basins, flushing cisterns, gully traps and toilets fittings.
• Ensure cleanliness of sump pumps.
• Servicing, repairing, applying lubricants to doors.
• Repair/replacement of door frame, door hinges, locks, door closures, etc.
• Stand-by for any emergency repair works.

• ITE / NTC 3 / Nitec qualification
• Knowledge of basic BMSM Act
• Dynamic, good multi-task and follow up skills
• Meticulous and work well in team environment

Resident Relations/ Facility Officer supports the Manager in the general administration of the estate/ building/ facility

• Responsible for the common facilities including the management, bookings, and maintenance of all facilities.
• Updating SP list and change of address
• Update master list
• Defect list and fixing date of inspection and closing summary of defect list.
• Keying in of data
• Handing over of security pass / carpark label
• Collection of Admin fee / Renovation fee / Security Pass
• Refund of renovation deposit and other deposits
• Order and keeping track of stationery inventory including office inventory
• Typing of minutes / correspondence / letter
• Filing and updating of all administrative documents and files
• Registration of movement of key (in key press)
• Preparation of circular to Subsidiary Proprietors / residents
• Distributing incoming fax / letters and keeping proper records of correspondences
• Keeping record of file opened
• Staff Personnel file - non-management level
• Update of annual and medical leave record

• ITE, N, O Level and Diploma qualification
• 1 to 2 years admin support experience in property managment industry
• Good customer service skills
• Proficient in MS Excel and Words
• Good multi-task skills, dynamic, meticulous and independent