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Career Progression In Abacus Property

Abacus believes in bringing the best out of people and those who succeed must pass it on. You work with the best that our industry can offer. Abacus adopt Avuncular philosophy (AI) that values teamwork over experience which offer great opportunities for interns and graduates to achieve their growth to be the Apex Leaders of tomorrow.

When clients refers to MA, we are reminded of (Mighty Abacus) our spirit to embrace change and challenges. We nurture each career development from Technical or Property Officer with a structured career progression path and reward with day-offs when your team achieved milestones. To be part of our dynamic and talented team, write to hr@abacusproperty.sg with applied position in the subject including:

resume, current and expected salary
education certificates and double sided copy of NRIC
last 15 months CPF contribution and testimonials

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Acknowledgements

Jaclyn Phua

Firstly, I would like to thank Ngee Ann Polytechnic for providing me with this opportunity to go out into the working world to experience it first-hand and gain knowledge and exposure which you cannot get in a classroom.

Secondly, I would like to express my gratitude towards my internship supervisor and Condominium Manager, Mr Mohamed Dainil, for supporting me throughout this process. I am grateful that he tried his best to help and teach me what he can about this industry. Watching how he undergoes his duties has taught me a lot even just by observing.

I would also like to thank my other colleagues from Abacus, those who I have met from Forestville briefly before transferring, and my other colleagues at Parc Vera, for helping me integrate into this new environment.

Thirdly, I would like to thank Mr Royston Chong, Executive Director of Abacus Property Management, for giving me this opportunity to experience working in this company for my internship.

Lastly, I want to thank my Ngee Ann Polytechnic Internship Supervisor, Ms Chin Siet Choo, for giving me advice and listening to my worries and for being understanding about my circumstances during this internship.

Along with anyone else who was not named, I am thankful to those who have aided me in anyway throughout my 22 weeks.

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PUBLIC TRAINING/ CORPORATE TRAINER

Position of immediate Supervisor: Executive Director

Career Progression: Head of Training and Development

General Responsibility

An inspiring Corporate Trainer helps employees cultivate their skills and knowledge. You will provide complete training to share your expertise in ways that motivate others.

Your abilities to convey a message should only be surpassed by a deep knowledge of your field. Organizational skills and a positive attitude are important qualities that you have to possess. The goal is to promote efficiency and competitive advantage by developing the skills of personnel to maintain consistent standard and recognition in the best practitioners in our industry.

Job Responsibility

Liase with managers to determine training needs and schedule training sessions.
Design effective training programs with respect to Building Management including softskils.
Conduct periodic review and make recommendations on training curriculum.
Conduct public seminars, corporate workshops and individual training sessions
Phenomenal communication, presentation and public speaking skills.
Manage Training budgets and P&L
Support and Mentor employees, past and present workship & seminar participants via our @bacus community forum.
Conduct evaluations to identify areas of improvement.
Monitor employee performance and response to training.
Organise trainees and partners engagement sessions.
Conceptualise, coordinate and execute training plans and strategies; carry out advertising, promotions and events to increase participation in our industry and delivery of marketing tools within approved budget.
Liase with sponsors and partners for joint partnerships and promotions, with our year end Best Practiioner Gala dinner.

Job Requirement

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.
Experience in public speaking, participation in debate team will be preferred.

PORTFOLIO EXECUTIVE/ MANAGER

Position of immediate Supervisor: Business Unit Director

Career Progression: Business Unit Director

General Responsibility

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.

Job Responsibility

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.

Job Requirement

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 Building Maintenance & Strata Management Act.

M & E EXECUTIVE

Position of immediate Supervisor: Area/ Portfolio/ M&E Manager

Career Progression: M&E Manager

General Responsibility

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.

Job Responsibility

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

Job Requirement

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

ADVERTISING AND PROMOTION, LEASE AND TENANCY EXECUTIVE

Position of immediate Supervisor: Business Unit Director

Career Progression: A & P, Leasing Manager

General Responsibility

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.

Job Responsibility

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.

Job Requirement

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.

PORTFOLIO EXECUTIVE/ MANAGER

Position of immediate Supervisor: Business Unit Director

Career Progression: Business Unit Director

General Responsibility

Job Responsibility

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.

Job Requirement

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 Building Maintenance & Strata Management Act.

ACCOUNTS EXECUTIVE

Position of immediate Supervisor: Accounts Manager

Career Progression: Accounts Manager

General Responsibility

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.

Job Responsibility

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

Job Requirement

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

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CONDOMINIUM MANAGER

Position of immediate Supervisor: Area/ Portfolio Manager

Career Progression: Area Manager

General Responsibility

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

Job Responsibility

Operations
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 (e.g. attending site briefing, costing provisions, quality proposal, tender submission / interview)
Approve and adhere to budgets and expenditures.
Maintain good relations with client, staff, contractors and visitors to the site II.Managing Recruitment and Hiring Process
Assists in the interviewing and hiring of employee with the appropriate skills, as needed.
Establishes and maintains contact with Education institution including internship.
Provides subject matter expertise to managers regarding selection procedures III.Managing Employee Development
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.
Uses all available on the job training tools for employees; supervise on-going training initiatives and conducts training, when appropriate.
Manage all staff through Scorecard Process with clearly defined goals
Shape culture of Abacus Property and constantly repeating our core values.
IV.Maintaining Employee Relations
Reviews progressive discipline documentation for accuracy and consistency and checks for supportive documentation and is accountable for determining appropriate action.
Utilizes an "open door" policy to acknowledge employee problems or concerns in a timely manner.
Ensures employee issues are referred to the Department Head for resolution
Communicates performance expectations in accordance with job descriptions for each position. V.Managing Legal and Compliance Practices
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 (e.g., work safety, lost and found items, accident reporting, and hygiene) are communicated to employees on a regular basis through orientation, company meetings, etc.
Conducts periodic claims reviews with the Finance Department to ensure claims are closed in a timely manner and reserve levels are appropriate for open claims.

Job Requirement

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

PROPERTY EXECUTIVE

Position of immediate Supervisor: Portfolio/ Condominium Manager

Career Progression: Condominium Manager or Portfolio Executive

General Responsibility

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.

Job Responsibility

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 (e.g. attending site briefing, costing provisions, quality proposal, tender submission / interview)
Approve and adhere to budgets and expenditures.
Maintain good relations with client, staff, contractors and visitors to the site

Job Requirement

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

PROPERTY OFFICER

Position of immediate Supervisor: Condominum/ Building Manager

Career Progression: Property Executive

General Responsibility

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

Job Responsibility

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:
Updating work schedule;
Attend to check-in and check-out of tenants;
Process enquiries/ feedback and remain contactable for clients.
Defect list and fixing date of inspection with closing summary of defect list and appointment dates.
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
Review and recommend replacement/improvement plans for managed sites.

Job Requirement

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

TECHNICIAN

Position of immediate Supervisor: Building/ Condominium Manager

Career Progression: Property Executive

General Responsibility

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

Job Responsibility

AIR-CONDITIONING

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 (incoming & return) and pressure (suction & discharge).
To check air-con indicator lights for proper condition .
Check for comfort level in cases of complaint.
Regular inspection for loose belts, filter cleanliness, drain pipe, noisy bearings, control circuit faults and overall functions.
Monthly greasing, sealing and cleaning of water pumps.
Painting of air-con units and air-con parts whenever necessary.
Troubleshoot faults whenever a breakdown of air-con or complaints arises.
Supervise and ensure that the monthly routine servicing is properly carried out by air-con contractor.
Cleaning of air curtains and mechanical ventilation.

FIRE ALARM

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.
Supervise monthly servicing of fire alarm maintenance contractor.
Attend to fire activation.

LIFT

Visual inspection of lift for normal operating condition e.g. call or landing buttons, exhaust fans, indicator lights.
Inform lift maintenance company of any breakdown.
Ensure lift contractor respond within reasonable time.
Attend to initial complaints of simple nature.
LIGHTING ON COMMON AREAS
Daily checking of common areas for defective lighting including EXIT, directional signs, toilet lighting and carpark
Replacement of defective lighting and fittings.
Attend to power failure and trouble shoot short circuit.
Regular cleaning of light diffusers.
Reset time switches after power failure.

PLUMBING

Clear chokes.
Trace and repair pipe leakage.
Repair and replace wash basins, flushing cisterns, gully traps and toilets fittings.
Repair overflowing flushing cisterns.
Tighten loose points and routine check for leakage.
SUMP PUMPS
Ensure cleanliness of sump pumps.
Inspect sump pumps for normal operation during heavy rain.
Test run sump pumps quarterly.

CARPENTRY

Servicing, repairing, applying lubricants to doors.
Repair/replacement of door frame, door hinges, locks, door closures, etc.
Cleaning/wiping of scribbling on doors, walls.
Painting/varnishing of doors.

MISCELLANEOUS

Supervise monthly servicing of pest control contractors, or any one-off job undertaken by other contractors.
Stand-by for any emergency repair works.
Respond to emergency call e.g. power failure.
Dispatch letters, circulars, plans, etc. to subsidiary proprietors or residents.
Purchase of spare parts or accessories for minor repair works to be carried out.
Attend to all complaints.
Liaise with other service contractors e.g. security, cleaning.
Check and report any general damages or defects found in the condominium.

Job Requirement

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

Position of immediate Supervisor: Building Manager

Career Progression: Facility Executive

General Responsibility

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

Job Responsibility

Responsible for the common facilities in:

The management, bookings, maintenance of all facilities (swimming pool, spa pool, sauna, gym, squash and tennis courts, playgrounds, putting green, BBQ pits, function room, games room).
Updating SP list
Updating change of address
Update master list
Defect list and fixing date of inspection and closing summary of defect list and appointment dates.
Keying in of data
Handing over of security pass / carpark label
Collection of Admin fee / Renovation fee / Security Pass
Administer the following works:
Refund of renovation deposit
Refund of other deposits (Security pass / 2nd carpark label / BBQ pits / Function hall)
Strata roll
Order and keeping track of stationery inventory including office inventory
Postage record for mailing
Typing of minutes / correspondence / letter
Filing and updating of all administrative documents and files and ensure that they are kept and filed in a manner which facilitates their easy retrieval;
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
Keeping record of all operation M&E drawing and tracing
To assist the Condo / Complex Manager in the following personnel and administrative works :
Staff Personnel file - non-management level
Update of annual and medical leave record
Scanning for 1st interview (non-management level)
Negotiate / Sourcing in purchase of budget items for office equipment
Keeps the petty cash, if assigned.

Job Requirement

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

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