Property Management Assistant - Chinese Speaker

Company Overview:

We are a leading private investment firm with international operations across multiple sectors, including Finance & Tax Consulting and Advisory, Real Estate (property management, listings, brokerage, rentals, business centre leasing), Software Development, and Blockchain and Cryptocurrencies. Our extensive and diverse portfolio requires sophisticated financial management and strategic insights to maintain our leadership and operational excellence globally.

Job Overview:

The Property Management Assistant supports the daily administrative and operational functions of the property management team. This role involves handling tenant communications, maintaining records, coordinating with vendors, and assisting with basic accounting and office operations.

Key Responsibilities:

1. Administrative Support
2. Manage incoming calls, emails, and general correspondence.
3. Provide day-to-day administrative support to ensure smooth office operations.

1. Record Management & Documentation
2. Maintain and update lease agreements, tenant files, and related documentation.
3. Ensure proper organization and filing of all records for easy access and retrieval.

1. Tenant Coordination & Support
2. Assist tenants with inquiries, applications, and general support.
3. Support lease renewals, move-ins, and move-outs coordination.
4. Maintain professional communication to ensure positive tenant relationships.

1. Scheduling & Appointment Coordination
2. Schedule property inspections, maintenance services, and meetings.
3. Coordinate appointments between tenants, property managers, and service providers.

1. Vendor & Service Coordination
2. Liaise with contractors, maintenance teams, and external vendors.
3. Monitor service requests and ensure timely completion and follow-up.

1. Basic Accounting Support (Preferred)
2. Assist with rent tracking and follow-ups.
3. Support invoice processing and expense monitoring.
4. Maintain basic financial records related to property operations.

1. Office Organization & General Duties
2. Ensure proper filing and organization of office documents and records.
3. Assist with general administrative tasks and office coordination.

1. Compliance & Confidentiality
2. Maintain confidentiality of tenant and company information.
3. Ensure all processes comply with company policies and procedures.

1. Additional Responsibilities
2. Support property management team with ad-hoc administrative tasks.
3. Assist in improving administrative processes and office efficiency.

Required Qualifications:

• Bachelor’s degree or diploma in Business Administration or related field (preferred).

Experience Requirements:

• Minimum 1 year of experience in property management, real estate, or administrative roles.
• Basic accounting knowledge (preferred but not mandatory).
• Chinese language proficiency (preferred but not mandatory).

Skills & Competencies:

• Strong communication and interpersonal skills.
• Excellent organizational and multitasking abilities.
• Proficiency in Microsoft Office (Excel, Word, Outlook).
• Attention to detail and ability to manage multiple tasks efficiently
• Ability to manage multiple tasks efficiently.
• Ability to handle confidential information with discretion.

Work Environment:

• Office-based role with occasional property site visits.
• Standard working hours with potential flexibility based on business needs.