This role is for a PA & Administration Manager at Homes Universal, a real estate consortium comprising over ten subsidiaries offering a full range of services including property development, sales and lettings, valuations, property management, exhibitions, and interior design. The successful candidate will be critical in ensuring efficient executive support, smooth administrative operations, high-level coordination, and effective communication across all subsidiaries. The position provides direct support to the Executive Chairman while maintaining organizational discipline and operational excellence.
Job Purpose
The PA & Administration Manager ensures efficient executive support, smooth administrative operations, high-level coordination, and effective communication across all Homes Universal subsidiaries. The role supports the Executive Chairman directly while ensuring organizational discipline and operational excellence.
Key Duties & Responsibilities
Executive Support & Coordination
- Manage Executive Chairman’s calendar, appointments, and schedules.
- Prepare briefs, reports, presentations, and communication materials.
- Handle confidential information professionally.
- Follow up action points across departments and subsidiaries.
- Organize high-level meetings, conferences, expos, and site visits.
Administrative Management
- Oversee all administrative operations for Homes Universal subsidiaries.
- Supervise admin staff, receptionists, office assistants, drivers, and service providers.
- Maintain inventory, stationery, equipment, utilities, and office supplies.
- Ensure clean, safe, and well-functioning office environments.
Communication & Documentation
- Draft official letters, memos, and communication.
- Prepare minutes, action plans, and follow-up reports.
- Maintain organized physical and digital filing systems.
- Manage corporate correspondence with stakeholders.
Office & Facility Coordination
- Ensure office cleanliness, maintenance, security, and space organization.
- Coordinate with landlords, facility managers, ICT teams, and suppliers.
- Oversee repairs, logistics, and utilities management.
Event, Meeting & Travel Management
- Organize board meetings, expos, functions, workshops, and VIP events.
- Arrange travel logistics, accommodation, and itineraries.
- Prepare meeting documentation and presentations.
Reporting & Performance Monitoring
- Prepare weekly and monthly administrative reports.
- Track KPIs for admin teams and ensure compliance.
- Support budget forecasts and monitor admin expenditures.
Leadership & Staff Management
- Train and supervise administrative staff.
- Conduct performance reviews and enforce discipline.
- Promote teamwork, communication, and efficiency.
Skills & Expertise Required
Core Administrative Skills:
- Excellent communication and writing abilities.
- Strong organizational and planning skills.
- Professional documentation, reporting, and minute-taking skills.
- Knowledge of administrative procedures and corporate etiquette.
Technical Competencies:
- Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
- Knowledge of CRM/ERP systems.
- Strong understanding of procurement processes.
- Records management and data handling.
Soft Skills:
- High integrity and confidentiality.
- Emotional intelligence, diplomacy, and professionalism.
- Strong leadership and people-management abilities.
- Ability to multitask and work under pressure.
Education & Qualifications
- Bachelor's degree in Business Administration, Management, Office Administration, PR or related field.
- Diploma in Secretarial Studies, Office Management, or Business Administration (added advantage).
- Professional Executive PA training preferred.
- Additional training in project management, HR basics, or ERP systems is an advantage.
Experience Requirements
- Minimum 5–7 years administrative and executive support experience.
- Experience managing admin teams or an executive office.
- Experience working in a fast-paced, multi-subsidiary corporate environment.
Key Training Areas
- Executive PA training.
- Office Administration & Records Management.
- Corporate communication & professional writing.
- Leadership & people management.
- Time management & organizational skills.
- ERP/CRM systems training.
- Professional ethics & confidentiality.
Expected Outputs & KPIs
- Timely coordination of executive schedules and communication.
- Efficient administrative operations across subsidiaries.
- Accurate reports, minutes, and correspondence.
- Optimal office organization and resource management.
- Effective staff performance and discipline.
- Compliance with policies, procedures, and reporting timelines.
