Essential Functions and Responsibilities:

• Sourcing Properties : Contacts landlords via various sources to produce new listings to add to database, and updates existing information.
• Data Input : Takes photographs of properties, copies of floor plans and maintains the databases
• Break Leases : Provides information on break leases as and when required.
• Marketing : Assists the Manager for all marketing activities to build up property database.
• Temp Accommodation : Updates short term property database, listing and booking system
• Property Listings/Viewing Schedules : Provides property listings, makes appointments and prepares viewing schedules for Consultants. Assists with Consultant enquiries on properties and/or destination information.
• Destination Information/Scheduling Support : Arranges for all school and/or club appointments as required, prepares welcome packs and house warming presents for Consultants.
• Administration : Assists Operations team members with day-to-day correspondence (letters, faxes, scanning etc) and other ad hoc administration tasks.
• Transactions : Updates all information on transactions and maintains records on an ongoing basis by updating data as appropriate.
• Documentation : Administers property forms and signing for relevant licensing authority in a timely manner, if applicable (e.g. Estate Agents Authority in Hong Kong).
• Keys for Properties : Provides the keys to any authorized personnel and logs usage and return to the landlord.
• Short Term Accommodation/Cars : Coordinates hotel reservations, temporary accommodation and car pickup in preparation for the Pre-Assignment visit.
• Utilities : Coordinates the connection of all utility hook-ups including gas, water, electricity, cable TV, broadband, telephone hook-up (Hong Kong and Singapore). Informs the Landlord to change address of utility bills as appropriate (Hong Kong and Singapore)
• Repairs and Maintenance : Assists with sourcing of suitable vendors to perform repairs (e.g. handyman, plumber, electrician etc.). Handles day-to-day tenancy and property management issues including being the central communication point between the customer and Landlord (and Client if necessary) to negotiate/assist with ongoing maintenance and repair issues.
• Lease Termination : Upon authorization/notification of Departure Services, serves written notice to relevant parties to terminate the lease in a timely and appropriate manner (in accordance with the lease terms).
• Property Check Out (Hand back to Landlord) : Upon authorization for Departure Services contacts the customer, sends Check Out Form and arranges for a pre-handover inspection to view the condition of the property and explain to the customer their responsibilities with relation to rectification of damages and reinstatement. Follows up on reinstatement works as necessary with Tenant and Landlord to ensure that the condition is suitable for hand back (as per Tenancy Agreement). Obtains quotations of reinstatement works for client’s approval. Coordinates professional cleaning where necessary and attends the Check Out appointment, completes Check Out Form and takes photos of property. Follows up on any outstanding repair issues and coordinates the transfer/cancellation of utility, telecoms, TV and other accounts relating to the property
• Security Deposit Returns : Assists with resolution of final bills and deposits, coordinated the return of the security deposit and/or overpaid rent. Negotiates any claims from the landlord for damages and repairs, to minimize costs and keeps the Client updated on any major issues.
• Miscellaneous Departure Assistance : Upon authorization, coordinates cancellation of the car lease, furniture lease, and other applicable services. Coordinates withdrawal of children from school and recovery of school deposit, if any. Arranges for mail forwarding services and cancellation of home contents insurance, if applicable.