Cancel
This job is expired
Apply Now
Administrative Officer
Eastman & Associates
- Port-of-Spain
- 0 - 10000
- Contract
- Updated 10/10/2024
- HR Admin
Administrative support that will facilitate the achievement of all stated goals and objectives of the mall.
Job Objectives:
To provide efficient and effective administrative support that will facilitate the achievement of all stated goals and objectives of the mall.
Principal Duties and Functions:
1. Leasing:
• Prepare lease renewals and new leases.
• Identify prospective tenants for available mall space and ensure tenant submits all documents (Application, FIU) for review and approval by Senior Property Manager.
• Enter and update all tenant leasing data on Yardi Software.
• Pull reports from Software for daily use in department.
• Prepare Tenant Maintenance for Senior Property Manager review and approval. Ensure accurate information is recorded and Finance Department has made the necessary adjustments to the tenant's ledger.
2. Rent Collection:
• Prepare Batch for Monthly Rent/Gas/Utility/Storage Charges for Posting by Senior Property Manager by the 25 of each month.
® Collect rent payments from tenants and issue receipts in a timely manner.
• Process cheques for bank deposits.
• Batch tenant receipts on Yardi Software for Finance Department for posting on tenant ledger.
• Update Daily Collections Report and submit to Finance Department every week.
• Reconcile tenant ledgers where necessary.
• Issue tenant arrear letters by the 5th of every month.
3. Procurement:
• Prepare all requests for purchases via ReQIogic software.
® Follow up outstanding purchase requisition with procurement department.
• Follow up with delivery of orders with suppliers.
• Pass suppliers’ invoices to Senior Property Manager for approval and Forward to Finance for Payment.
• Prepare all requests for purchases of services: Prepare work order contracts as directed by Senior Property Managerand present to the relevant signatories.
® Ensure contracts are completed and invoices submitted for approval.
• Place contracts invoices on forecast for payment by finance department.
• Prepare Monthly Stationery and Grocery Orders.
4. Timekeeping:
• Maintaining and up-keeping of Electronic System on HR Plus of employees' time and attendance.
• Verifying Overtime for Maintenance Department and Printing Supporting Documents for approval by Senior Property Manager.
5. Petty Cash:
• Pay Cash/Balance Cash/Replenish Cash as required.
6. Promotions:
• Co-ordinate all activities with the Marketing Department pertaining to mall promotions.
• Bookings of Atrium Rentals.
7. Tenant Issues:
• Record all tenant queries/complaints.
• Escalate issue to the relevant department so issue can be addressed and follow up until the issue is resolved to customer satisfaction.
• Liaise with Security, FMS, and Custodian Department on a daily basis on any issues that may have occurred on the premises.
8. Other Administrative Duties:
• Prepare routine correspondences and memos for review and approval by Senior Property Manager.
» File letters, reports, correspondence, etc, in respective folders.
• Attend to Telephone Calls and Walk-in Visitors, and Customer Queries.
General Qualification & Requirements
Education
¨ ABE/APS or equivalent
¨ At least 5 CXC passes (including Maths & English)
¨ Certificate in Computer Literacy
Experience
¨ At least three years in a similar position.
Knowledge, Skills and Abilities
¨ Effective Communication & Interpersonal Skills
¨ Business Writing Skills
¨ Results Oriented, Pro-Active and Confidential
¨ Effective Communication & Interpersonal Skills
¨ Business Writing Skills
¨ Results Oriented, Pro-Active and Confidential
One (1) Year Contract with Three (3) Months Probation.
Salary $8000.00 (TTD) Monthly.
Ref: Administrative Officer
Apply Now
Eastman & Associates
- 31 Scott Bushe Street, Port of Spain, Trinidad W.I.
- 1-868-625-3232