Job Summary
The Admin Officer is responsible for providing administrative support to ensure the smooth and efficient day-to-day operations of the facility. The role involves coordinating resident services, managing records and documentation, and supporting operational teams to maintain a well-organized and responsive environment. This role also oversees front-office activities, Porters, resident onboarding and documentation, correspondence, scheduling, and general office management. He/She also assist in handling inquiries, managing service requests, and coordinating communication between residents and management.
Job Details
Serve as the first point of contact for residents, visitors, and enquiries.
Handle resident onboarding and check-out processes, including documentation and room allocation.
Maintain accurate resident records and files (personal details, payments, occupancy status).
Manage correspondence, emails, and official communications.
Maintain proper filing systems (physical and electronic) for all hostel records.
Assist in rent billing, invoicing, and payment tracking.
Maintain records of outstanding payments and follow up where necessary.
Support reconciliation of accounts with the finance team.
Receive and log maintenance requests and complaints from residents.
Liaise with the Maintenance Manager to ensure timely resolution.
Follow up to ensure issues are resolved to the residents' satisfaction.
Manage office supplies and consumables for hostel operations.
Track usage and initiate replenishment requests when necessary.
Ensure adherence to hostel policies, procedures, and regulatory requirements.
Prepare daily, weekly, and monthly administrative reports
Provide updates on occupancy levels, resident issues, and operational matters.
Requirements
Bachelor's degree in any discipline
8+ years of Admin/Office management experience
2+ years' experience managing real estate facilities
Excellent organizational and multitasking abilities, with a keen attention to detail and accuracy.
Proficiency in Microsoft Office applications (e.g., Word, Excel, PowerPoint) and administrative software.
Strong communication and interpersonal skills, with the ability to interact professionally with stakeholders at all levels.
Skills & Competencies
Must be computer literate with sufficient knowledge of Microsoft Excel, Word, and Project
Good oral and writing skills
Ability to prioritize tasks and manage competing priorities and deadlines effectively.
Problem-solving and decision-making skills, with the ability to analyze situations, identify issues, and propose solutions.
Knowledge of administrative processes, procedures, and best practices.
Experience in budget management, financial planning, and expense tracking.
Familiarity with office management principles and facilities operations.
Customer service orientation, with a focus on delivering responsive and reliable support to internal stakeholders and external partners.