HEAD OF ADMINISTRATION & FINANCE

Job Summary
We are seeking a highly organised, meticulous, and experienced professional to lead the 
Administration & Finance Department for ICOM SQUARE. This role is responsible for the full 
spectrum of administrative, financial, and compliance functions essential to the smooth operation 
of ICOM SQUARE. The candidate will manage financial reporting, tenancy administration, 
collections, statutory compliance, and provide strong support to the Management and Joint 
Management Body (JMB)/Management Corporation (MC).

Key Responsibilities: 
Financial Management
 

• Oversee full accounting operations including accounts payable/receivable, bank reconciliation, maintenance fee billing, sinking fund monitoring, and service charge administration.
• Prepare monthly, quarterly, and annual financial statements, management reports, and cash-flow summaries for the commercial centre.
• Ensure timely issuance of invoices, reminders, and legal follow-ups for outstanding dues.
• Monitor the centre’s budget, expenditure, and cost-control measures.

Administration & Compliance
 

• Maintain proper records of contracts, tenancy agreements, insurance policies, licences, regulatory documents, and building compliance files.
• Coordinate with auditors for annual audits, statutory reporting, and tax filings.
• Ensure compliance with:
• Strata Management Ordinance (if applicable),
• BOMBA fire compliance,
• Local council licensing,
• Insurance requirements,
• Building operation guidelines.

Tenancy & Stakeholder Management
 

• Act as the main administrative liaison for tenants, owners, vendors, and service providers.
• Handle tenancy administration including documentation, renewals, notices, and tenant onboarding.
• Assist in resolving tenant enquiries, complaints, and operational matters in a professional and timely manner.

Governance & Meeting Support
 

• Prepare agendas, minutes, and financial summaries for Board/JMB/Management meetings.
• Provide administrative support for AGMs, EGMs, and committee meetings.

Process Improvement
 

• Enhance administrative systems, financial workflows, document control, and HR support functions.
• Implement best practices for commercial property management operations.

Qualifications & Requirements
 

• Diploma/Bachelor’s in Accounting, Finance, Business Admin, Property Management, or equivalent.
• Minimum 5 years’ experience in administration or accounting, preferably in commercial centre, mall, strata, or property management.
• Proficient in SQL Accounting, AutoCount, or similar accounting systems.
• Excellent communication in English/BM; Mandarin is an advantage.
• Strong analytical skills, integrity, leadership, and independence.