Property Management Admin Assistant
Property Management Admin Assistant
Job Description
- Department: Property Management Office
- Reports to: Property Manager
- Type: Full time Position
Job Summary
The Property Management Admin Assistant provides comprehensive administrative and operational support to ensure the efficient management of property operations. The role oversees vendor payment processing, statutory and government compliance requirements, service personnel performance monitoring, and proper documentation and records management. It also handles inventory control, purchasing, petty cash management, and stakeholder coordination, ensuring that all administrative, financial, and regulatory processes are carried out accurately, timely, and in accordance with company policies and applicable regulations.
Job Summary
Location
BGC, Taguig City
Job Type
Full Time
Date Posted
Posted 10 months ago
Experience
Experience: 1-3 years
Working Hours
Flexible Work Hours
Working Days
Monday to Saturday
Vacancy
No. of Vacancy: 1
Core Functions
A. Vendor Payments & Statutory Compliance
- Process all vendor payments including coordination with clients
- Receive invoices and bills and forward for Property Manager approval
- Ensure compliance with statutory payment requirements
- Monitor adherence to company regulations related to financial transactions
B. Service Personnel Performance Monitoring
- Monitor performance of all service personnel
- Set appointments with service contractors, unit owners, and personnel as required
- Coordinate requests such as security passes and related correspondence
C. Administrative Support & Office Coordination
- Provide general administrative assistance
- Attend to incoming and outgoing phone/fax messages
- Manage Function Room reservations, PR preparation, and monitoring
- Perform other duties assigned by the Property Manager
D. Inventory, Purchasing & Cash Management
- Conduct regular inventory of office and storeroom items
- Monitor withdrawal and return of inventory items
- Handle canvassing and purchasing functions
- Follow up on monthly requisition of housekeeping consumables and office supplies
- Maintain and update cash flow records
- Act as Petty Cash Custodian
E. Records, Reporting & Government Compliance
- Maintain and update files and records
- Prepare vendor, client, and emergency contact lists
- Develop policies and procedures within administrative scope
- Ensure compliance with government requirements (permits, licenses, taxes, environmental provisions)
- Ensure overall compliance with company regulations and requirements
Required Qualifications
Education & Experience
- College graduate with a degree in Business Management or its equivalent
- With at least 2 years work experience in real estate industry
- Sound interpersonal skills to manage diverse range of service providers and client representatives
- Must be keen in details, dependable with value for high work ethics and customer service
- Ability to manage multiple and complex operational matters on a daily basis
- Proficient in MS Office (Word, Outlook, Excel & Powerpoint)
Other Personal Characteristics
- Well-groomed & mannered and projects professionalism
- With good interpersonal skills
- Ability to adapt to rapidly changing situations
- Ability to focus on meeting all performance targets
- Strong communicator - good presentation skills & possesses strong verbal & written communication skills; also an active listener
