Operations Assistant Manager

Role Summary

The Operations Assistant Manager / Manager is responsible for day‑to‑day property operations across Qxstate’s residential and commercial portfolio, ensuring units are well‑maintained, compliant, and ready for occupation. He/ She will coordinate inspections, property condition reporting, defects rectification and handover/ takeover with Landlords, tenants, vendors and internal teams.

Key Responsibilities

• Oversee daily operations for assigned properties, including customer service.
• Plan and conduct regular site inspections, identify defects, safety and follow through on rectification with contractors and Landlords/ Tenants.
• Coordinate unit handover/takeover with Landlords and Tenants, ensuring all documentation, condition and keys are properly recorded.
• Handle tenant operational matters and feedback (maintenance, access, breakdowns) and ensure timely resolution.

• Conduct detailed move‑in, periodic and move‑out inspections for all units under management.
• Prepare professional Property Condition Reports including: photo documentation, description of defects, assessment of wear & tear vs damage, and recommendations for remedial works.
• Liaise with technical vendors to obtain specialist reports where necessary and incorporate findings into the Property Condition Report.
• Maintain an organised digital archive of all Property Condition Reports and inspection records for audit, claims and dispute resolution.

• Source, schedule and supervise contractors to ensure rectification works are carried out to required standards and within timeline.
• Review quotations, compare options and highlight cost, scope and risk considerations to management.
• Verify completion of works against scope before approving invoices.

• Ensure properties comply with building regulations, condo/MCST rules,
• Support deposit claims by providing Property Condition Reports, photos and correspondence trail.
• Draft and maintain SOPs, checklists and forms for inspections, handover/takeover and incident reporting.

• Build positive working relationships with landlords, MCST, tenants, agents and internal teams.
• Communicate clearly with tenants on house rules, maintenance responsibilities and rectification timelines.
• Support management in resolving disputes regarding property condition, damages and responsibilities, using evidence from inspections and reports.

• Track defects trends and propose preventive measures or changes to selection criteria for new properties.
• Prepare monthly operations reports (KPIs, open/closed cases, major incidents, contractor performance) for management review.
• Contribute ideas to improve efficiency, service quality and tenant satisfaction.

• Min. “O” or “N” level.
• Not a must but ideally 1–2 years of relevant experience in property management, facilities/operations, serviced residences, co‑living or similar environment.
• Proficient in MS Office / Google Workspace/ AI.
• Meticulous, organised and able to handle multiple units and cases at the same time.
• Strong interpersonal and communication skills; able to handle tenants and landlords professionally.
• Willing to conduct physical site visits and inspections, sometimes at short notice or outside standard office hours.