SOP

Introduction

Course Resident JMB/MC Admin Building Executive Building Manager Area Manager Agencies SOP
What is Building Facilities Management              
The Higher Authority              
Management company VS Inhouse              
How the industry works?              
The solutions to industrial complex              
Who else can you seek help? Hierarchy              
JMB Rights and Liabilities              
Available resources to help Resident / JMB              
Selecting a good managers              
Selecting a good management company              

Daily

Course Resident JMB/MC Admin Building Executive Building Manager Area Manager Agencies SOP
Check In              
Account/Billing Filling              
Resident Listing Filling              
Daily Collection Reports Filling              
Task / Complaint Filling              
Tasks Reports Filling              
Task Checklist Filling              
Issuance of Official Receipts              
Recording Collections Received              
Checking email and online transaction              
Ensure the estate is safe and properly maintained  ✓  ✓
Supervise the maintenance staffs and ensure that they discharge their duties diligently              

Weekly

Course Resident JMB/MC Admin Building Executive Building Manager Area Manager Agencies SOP
Inspection of Buildings and Surrounding Environment              
Monitoring Service Providers              
Preparation Of Documents, Letters, Communicating With Residents/Owners              
Carry out preventive maintenance programmes              
Maintenance Report Filling              
Weekly Collection Reports Filling              
Maintain good inventory records and conduct regular stock take on valuable items for better control of pilferage              

Monthly

Course Resident JMB/MC Admin Building Executive Building Manager Area Manager Agencies SOP
Monthly Collection Reports Filling              
Filling Management Office Inventories              
Filling Maintenance Inventories              
Maintenance Charges Billing              
Sinking Fund Billing              
Water Charges              
Water Bills              
Electric Bills              
Other Payment              
Send bills out to owners/residents              
Submit monthly report on Inspection of Buildings and Surrounding Environment  ✓  ✓  ✓  ✓
Execute sales plan to generate sales and achieve sales target.              
Ensure all goods and equipments are in safe-keeping and in working condition              

Yearly

Course Resident JMB/MC Admin Building Executive Building Manager Area Manager Agencies SOP
Prepare estate budget and control expenditure              
Handle the financial operation based on the approved budget tabled at AGM/EGM              
Follow the established procedures and practice credit controls measures to recover all overdue payments              
Identify and develop new market and improve performance of existing market.              
Enforce house rules such as rent-collection, parking and per restrictions etc              

On Demand Tasks

Course Resident JMB/MC Admin Building Executive Building Manager Area Manager Agencies SOP
Preparation of the Building Audit Documents and Necessary Information              
Obtaining Service Providers services and quotations              
Arrange Building Maintenance              
Make Appointment to perform building maintenance              
Fill In Complaint Form              
Commencing Recovery              
Performing Insurance Cover              
Confirming the Insurance Risks              
Issuing Insurance Certificates              
Compile EGM/AGM Report              
Perform EGM/AGM  ✓  ✓  ✓  ✓
Attend evening meeting with residents, management group, civil group or emergency situation as and when required              
Advice the Management Council/Committee on relevant legislation affecting the estate              
Ensure compliance with all rules and regulations as required by laws on relevant legislation  ✓  ✓  ✓  ✓
Advertising and web site update related to available units, and the reporting of all such related costs to the PM(s)  ✓  ✓  ✓  ✓
Issuing keys to technicians/vendors, logging said keys out/in, ensuring return of said keys  ✓  ✓  ✓  ✓
Submit the accidents/discrepancies report  ✓  ✓  ✓  ✓
Ensure that all service contract such as cleaning, security, pest control, etc are provided as per the stipulated scope of work  ✓  ✓  ✓  ✓
Provide customer service support and ensure implementation of all policies and procedures established by the Joint Management Body  ✓  ✓  ✓  ✓
Audit Minutes prepared & submit to COB  ✓  ✓  ✓  ✓

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