Operations Officer

JOB SUMMARY

The Operations Administration Officer is responsible for overseeing the day-to-day operations of the property, ensuring efficient management, maintenance, and profitability. This role involves coordinating with tenants, vendors, and property owners to maintain high standards of property upkeep and tenant satisfaction while maximizing financial performance. His/her duties include working closely with the Group Manager to streamline processes, manage projects, and provide administrative assistance, also researching, contacting potential tenants, and to ensure all departments comply with company policy, procedure, and regulations.

JOB DESCRIPTION

Tenant Relations:

• Serve as the primary point of contact for tenants regarding maintenance requests, and other inquiries.
• Address tenant concerns and resolve issues in a timely and professional manner to ensure high tenant satisfaction.
• Conduct regular inspections of rental units and common areas to ensure compliance with lease terms and property regulations.

 

Operations Efficiency:

• Coordinate routine maintenance tasks, repairs, and capital improvement projects to ensure the safety, functionality, and aesthetic appeal of the property.
• Respond promptly to maintenance requests and emergencies, prioritizing issues based on severity and impact on tenant comfort and safety.
• Oversee day-to-day operations, including maintenance, public area, security and coordinate with other related departments to ensure efficiency and effectiveness.
• Identify areas for process improvement and work closely with the Group Manager to streamline operations.
• Propose and implement strategies to enhance efficiency, productivity, and cost-effectiveness.

 

Administrative Support:

• Assist the Group Manager with various administrative tasks, including scheduling appointments, managing calendars, preparing reports, and organizing documents.
• Create an organizational filing system to support proper record keeping, lease agreements, supplier agreements, revenue share agreements.
• Review daily, weekly, or monthly reports by various departments to ensure accuracy, efficiency, and suggesting corrections when necessary.
• Prepare daily, weekly, or monthly reports as required by the management.

 

Project Coordination:

• Collaborate with the Group Manager to coordinate and track projects across multiple teams.
• Assist in monitoring project timelines, tracking progress, and ensuring deliverables are met.
• Overseeing the timely and successful completion of maintenance requests.

 

Vendor Coordination:

• Coordinate with vendors and contractors to schedule maintenance, repairs, and property improvements.
• Obtain quotes, negotiate contracts, and oversee vendor performance to ensure quality workmanship and cost-effectiveness.

 

Customer Service and Communication:

• Prioritize guest satisfaction by maintaining a high level of service excellence throughout the property, addressing guest concerns promptly and effectively.
• Building positive relationships with prospective and current tenants.
• Disseminate information and announcements to tenants regarding property policies, maintenance schedules, and other relevant updates.
• Facilitate effective communication between the Group Manager and various stakeholders, including team members, clients, and vendors. Ensure timely and accurate dissemination of information.
• Preparing and showing properties to prospective tenants and answering relevant questions.

 

Staff Coordination (Include training and onboarding):

• Support the Group Manager in training and onboarding new team members. Provide guidance and assistance to ensure a smooth transition into their roles.
• Conduct regular performance evaluations and provide feedback and coaching to ensure high levels of productivity and guest satisfaction.
• Foster a positive work environment and promote teamwork and collaboration among staff members.
• Address staffing issues, conflicts, and grievances in a timely and effective manner.

 

Quality Control, Quality Assurance, and Compliance:

• Ensure compliance with local, state, and federal regulations governing property management, building codes, and safety standards.
• Maintain accurate records and documentation related to property operations, leases, inspections, and legal matters.
• Implement risk management strategies to mitigate liabilities, such as liability insurance coverage, safety protocols, and emergency preparedness plans.

 

Inventory Management:

• Coordinate with the finance department to oversee inventory control, monthly stock counting, procurement, and supply chain management to maintain optimal stock levels and minimize costs.

 

Meeting Coordination:

• Schedule and organize meetings, prepare agendas, and record meeting minutes. Follow up on action items and ensure deadlines are met.
• Perform other tasks as assigned by the Group Manager.

 

JOB REQUIREMENT

Knowledge:

• Education: Bachelor’s degree in business administration, real estate management, or a related field.
• Experience: Previous experience in administrative support roles, preferably in property management or real estate or related experience.
• Knowledge: Knowledge of regional and national real estate law and guidelines for rental and sale property.

 

Skills & Abilities:

• Language: Good command of Khmer, English, other language is a plus.
• Computer literacy: Proficiency in Microsoft office, Email and other tools.
• Others: Familiarity with business and accounts principles.

• Knowledge of property management principles, leasing laws, and regulatory requirements is a plus.
• Strong organizational and analytical skills.
• Strong in reporting process.
• Detail-oriented with a commitment to accuracy.
• Ability to work independently and collaboratively in a fast-paced environment.
• Strong problem-solving skills and the ability to adapt to changing priorities.
• Reliable, capable of multi-task, work well in team, and work under pressure.