Property Admin and Billing Coordinator (Ascencia Malls)

Join us as a Property Admin and Billing Coordinator and work together with a passionate and engaged team to deliver on our customer promise: Shaping Singular Places!

Join us as a Property Admin and Billing Coordinator and work together with a passionate and engaged team to deliver on our customer promise: Shaping Singular Places!

Main Responsibilities:

Billing and Utility Management:

• Ensure proper balancing of electricity, water, gas consumption, air conditioning, HVAC, and any other utilities.
• Ability to understand, explain, and improve variance on billing recoveries through recovery analysis.
• Ensure that the benchmark set for utilities consumption is achieved and explained.
• Maintain accurate billing records and ensure proper invoicing and collections within timeframe.
• Work closely with finance and operations teams to track payments and resolve billing discrepancies.
• Assist in budget planning related to utilities and operational costs.
• Ensure efficiency tables are updated and monitored monthly.

Administrative Support:

• Assist the Operations Manager with daily administrative tasks, including scheduling and organizing maintenance activities via Infraspeak.
• Prepare rosters for the operations team.
• Manage maintenance logs and track service requests and resolutions.
• Maintain accurate records of maintenance work, including service requests, repairs, and equipment maintenance.
• Organize and file documents both electronically and physically for easy retrieval.
• Raise purchase orders (P.O.) for maintenance supplies, equipment, and services as required.
• Follow up on P.O. approvals, ensure timely processing, and track the status of orders.
• Coordinate with suppliers to confirm delivery schedules and resolve any issues related to orders.
• Handle insurance claims and ensure timely documentation submission.
• Assist in analyzing maintenance and procurement data to identify trends, issues, and areas for improvement.

Coordination and Communication:

• Serve as the primary contact between the Maintenance Department, mall tenants.
• Communicate with tenants regarding maintenance issues, updates, and planned work.
• Address and resolve tenant inquiries and complaints related to maintenance issues.
• Provide exceptional customer service to ensure tenant satisfaction and positive relationships.

Reporting and Analysis:

• Prepare and maintain reports, correspondence, and documentation related to maintenance operations.
• Prepare regular reports on maintenance activities, service requests, purchase orders, and operational performance.
• Provide a monthly update on the list of pending purchase orders.
• Coordinate with external vendors and service providers to ensure that maintenance services and supplies are delivered as per agreements.
• Monitor vendor performance and ensure compliance with contractual obligations.
• Assist the Operations Manager in the preparation of operation packs.

Qualifications, Skills, and Experience:

• Degree or diploma in Business Administration, Finance, or a related field.
• Strong experience in billing, invoicing, and financial record-keeping.
• Proficiency in administrative tasks, including document management and procurement.
• Computer literate with experience using billing software
• Strong analytical skills for financial reconciliation and variance analysis.
• Excellent organizational, problem-solving, and communication skills.
• Prior experience in a similar role within an operations or retail environment is an advantage.

What We Offer:

• Competitive salary.
• Opportunity to work in a dynamic, fast-paced retail environment.
• Career growth and development opportunities.
• A supportive and collaborative team environment.

If you are a proactive, results-driven professional with a passion for operational efficiency and financial accuracy, we would love to hear from you!