Property Management Executive - Community Society

RV Investment Group is seeking a responsible and proactive Property Management Executive – Community Society to oversee the day-to-day operations, maintenance, and overall management of residential communities and properties. The role will be responsible for ensuring that the property is well-maintained, safe, clean, and provides a comfortable living environment for residents.

Job Purpose

The Property Management Executive will be responsible for the day-to-day administration, operation, maintenance, resident relations, and overall management of the community society developed by RV Investment Group.

The position will serve as a key point of contact between the management, residents, service providers, security personnel, maintenance teams, and other stakeholders, ensuring that the community remains safe, clean, well-maintained, peaceful, and professionally managed.

The role will also be responsible for receiving, recording, investigating, resolving, and following up on residents' grievances and complaints in a timely and professional manner.

Key Responsibilities

A. Community & Property Management

• Manage the day-to-day operations of the residential/community society.
• Ensure common areas, facilities, landscaping, parking, roads, utilities, and other shared facilities are properly maintained.
• Monitor cleanliness, hygiene, waste management, lighting, water supply, drainage, and other essential services.
• Conduct regular inspections of the property and identify maintenance or operational issues.
• Coordinate with maintenance teams and external contractors for timely rectification of defects.
• Maintain proper records of property-related activities, incidents, repairs, and maintenance.
• Ensure community rules, regulations, and operating procedures are properly implemented.

B. Resident & Community Relations

• Act as the primary contact point for residents regarding community-related matters.
• Maintain professional, respectful, and positive relationships with residents and stakeholders.
• Communicate important notices, policies, maintenance schedules, and community announcements to residents.
• Support community meetings, resident interactions, and awareness programs.
• Promote a peaceful, safe, and cooperative living environment.
• Maintain confidentiality and professionalism when dealing with resident concerns.

C. Grievance & Complaint Handling

• Receive and acknowledge complaints, suggestions, and grievances from residents.
• Maintain a Grievance/Complaint Register or digital complaint management system.
• Categorize complaints according to urgency, nature, and responsible department/vendor.
• Investigate complaints objectively and collect relevant information from concerned parties.
• Coordinate with maintenance, security, housekeeping, technical teams, contractors, and management to resolve issues.
• Provide residents with appropriate updates regarding the status of their complaints.
• Ensure complaints are resolved within defined service timelines.
• Follow up with residents to confirm satisfactory resolution.
• Escalate unresolved, sensitive, repeated, or high-risk grievances to the Property Manager/Management.
• Identify recurring complaints and recommend corrective or preventive measures.
• Maintain proper documentation of complaints, actions taken, resolutions, and closure.
• Handle disputes between residents professionally and impartially, while avoiding unnecessary escalation.
• Ensure grievances involving harassment, safety, security, discrimination, or serious misconduct are immediately escalated to management in accordance with applicable policies.

D. Facility & Maintenance Coordination

• Coordinate preventive and corrective maintenance of community facilities.
• Monitor the performance of housekeeping, security, landscaping, electrical, plumbing, lift, HVAC, generator, water supply, fire safety, and other service providers as applicable.
• Verify that contracted services are delivered according to agreed standards.
• Report major breakdowns and maintenance requirements to management.
• Maintain preventive maintenance schedules and service records.
• Coordinate emergency maintenance and urgent repairs.

E. Security & Safety Management

• Coordinate with security personnel to ensure effective security arrangements.
• Monitor visitor management, vehicle entry/exit, access control, and parking discipline.
• Ensure security incidents are properly recorded and reported.
• Coordinate emergency response for incidents such as fire, accidents, water leakage, electrical failure, or other emergencies.
• Support implementation of fire safety, emergency preparedness, and evacuation procedures.
• Report safety hazards and ensure timely corrective action.

F. Community Rules & Compliance

• Ensure residents and service providers comply with community rules and regulations.
• Monitor unauthorized use of common areas, parking violations, noise disturbances, illegal modifications, and other community-related violations.
• Issue notices or warnings as authorized by management.
• Maintain records of violations and actions taken.
• Coordinate with management regarding serious or repeated violations.
• Support compliance with applicable legal, municipal, building, safety, and environmental requirements.

G. Vendor & Contractor Management

• Coordinate with approved vendors and contractors.
• Monitor service quality, attendance, response time, and performance.
• Verify work completion before submitting service reports for approval/payment.
• Maintain vendor performance records.
• Report poor performance, delays, or contractual issues to management.
• Support procurement of routine property management supplies and services as required.

H. Financial & Administrative Support

• Assist in preparation and monitoring of community operating expenses and maintenance requirements.
• Maintain records of service charges, maintenance-related expenses, invoices, and supporting documents as assigned.
• Coordinate with the accounts/finance team regarding resident dues and service-related payments.
• Ensure proper documentation and authorization for community expenditures.
• Prepare regular operational and maintenance reports.

I. Documentation & Reporting

Maintain updated records of:

• Resident complaints and grievances
• Maintenance requests
• Incident reports
• Vendor/service records
• Inspection reports
• Community notices
• Meeting minutes
• Preventive maintenance schedules
• Property assets and equipment

Prepare daily, weekly, and monthly property management reports.
Provide management with recommendations for improving community services and resident satisfaction.