🛠️ Admin Manager (Employee) SOP

Procedures for daily operations, maintenance tracking, and field support.

📜 Statutory Eligibility (Bylaws)

Hired employee/professional (Not an elected EC member).
Subject to standard employment verification and contract terms.

⭐ Preferred Profile

Full-time availability on the campus during working hours.
Experienced in facility management, vendor handling, and basic technical troubleshooting.
Easy to reach during emergencies and skilled in community communication.

✅ Do's

Assign and supervise daily maintenance tasks to in-house staff or vendors.
Raise transparent invoices in Anacity against specific villas for individual maintenance work.
Respond immediately to field emergencies (pipe bursts, electrical faults).
Act as the primary point person to supervise large ongoing infrastructure projects (e.g., Palar water pipeline, solar panels).

❌ Don'ts

Do not collect cash payments directly from residents without issuing an invoice/receipt via Anacity.
Do not ignore or delay addressing tickets raised by residents on the portal.
Do not compromise on safety standards during infrastructure repairs or allow staff to undertake private, un-invoiced jobs during official hours.

❓ Role FAQ

Q: How is the Admin Manager's salary funded?

A: It is funded 50% from an additional service fee added to individual maintenance tickets and 50% from regular monthly association maintenance collections.

Workflow Scenarios & SOPs for Admin Manager (Employee)

Scenario 1: Daily Operations & Maintenance Tracking

The Admin Manager is a full-time salaried employee responsible for the day-to-day execution of maintenance tasks, vendor coordination, and ensuring a high quality of living within the community.

Workflow Checklist:

Monitor the MHOWA Community Dashboard and incoming resident requests.
Assign routine maintenance tasks (plumbing, electrical, landscaping) to appropriate field staff or vendors.
Supervise field work to ensure tasks are completed correctly and on time.
Raise invoice for the work done against the villa via Anacity to ensure prompt payment.
Update the status of maintenance requests and provide progress reports to the Secretary and President.

Issue Resolution & Maintenance Workflow

flowchart TD A[Resident Submits Issue via Portal] --> B[Admin Manager Receives Request] B --> C{Requires Vendor?} C -->|No| D[Assign to In-house Field Staff] C -->|Yes| E[Contact & Coordinate with Vendor] D --> F[Supervise Work On-site] E --> F F --> G[Verify Task Completion] G --> H[Update Dashboard & Inform Resident] H --> I[Raise Invoice against Villa in Anacity] I --> J[Report to EC/Secretary]

Scenario 2: Field Support & Emergency Response

The Admin Manager serves as the first point of contact on the field for infrastructure emergencies (e.g., pipe bursts, power failures) and coordinates with security and maintenance teams.

Workflow Checklist:

Respond immediately to emergency calls routed from Security or Residents.
Assess the situation on-site and deploy emergency protocols.
Coordinate with the relevant emergency services or utility providers if necessary.
Inform the President and Secretary about the incident and the remedial actions taken.

Role & Salary Justification

To ensure a professional and responsive environment, the Association employs a dedicated Admin Manager.

Salary Funding & Justification:

Funding Source: The salary is funded 50% from an additional fee added to each maintenance ticket and 50% from regular monthly maintenance fees.
Justification: By having a dedicated, salaried Admin Manager handling daily operations, maintenance tracking, and field support, the community benefits from faster issue resolution and an improved quality of living, which offsets the cost of the position and relieves the honorary (unpaid) EC members from daily micro-management.