Admin Assistant

Administrative Assistant – Property Management

Property: Residential Condominium
Location: New Manila, Quezon City
Department: Property Management
Reports To: Property Manager

I. JOB SUMMARY

The Administrative Assistant is responsible for providing administrative and operational support for the day-to-day management of the residential property. The position serves as one of the primary points of contact for tenants, unit owners, residents, visitors, and service providers, ensuring that concerns are handled professionally, promptly, and courteously.

The role focuses on maintaining positive tenant relations, coordinating maintenance requests, monitoring administrative records, assisting in the implementation of building policies, and supporting the overall cleanliness, safety, and efficient operation of the property.

II. KEY RESPONSIBILITIES

A. Tenant and Resident Relations

• Serve as the primary administrative contact for tenant and resident inquiries, requests, complaints, and concerns.
• Maintain professional, courteous, and responsive communication with tenants, unit owners, and residents.
• Receive, record, monitor, and follow up on tenant complaints and service requests until resolution.
• Coordinate with the Property Manager, maintenance personnel, security, housekeeping, and other relevant teams to address concerns.
• Assist tenants with move-in and move-out procedures, including documentation, scheduling, and coordination with building personnel.
• Disseminate notices regarding maintenance schedules, building activities, house rules, and other property-related announcements.
• Promote positive tenant relations and help maintain a peaceful, orderly, and pleasant residential environment.
• Handle tenant concerns with discretion and refer sensitive, recurring, or unresolved matters to the Property Manager.

B. Administrative and Documentation Support

• Maintain organized and updated tenant directories, lease-related records, contact information, and unit occupancy records.
• Prepare correspondence, memoranda, notices, reports, meeting minutes, and other administrative documents.
• Maintain a logbook or digital monitoring system for complaints, maintenance requests, incidents, and follow-up actions.
• Assist in preparing monthly administrative reports and other reports required by management.
• File and safeguard property-related documents in accordance with company policies and data privacy requirements.
• Monitor office supplies, forms, and other administrative requirements.

C. Property Operations Coordination

• Coordinate maintenance and repair requests with the engineering, maintenance, housekeeping, and security teams.
• Monitor the status of work orders and ensure that requests are followed up and properly documented.
• Assist in conducting routine inspections of common areas and report observed deficiencies to the Property Manager.
• Coordinate scheduled maintenance activities and inform affected residents in advance.
• Report safety hazards, facility issues, security concerns, and incidents to the appropriate personnel.
• Assist in monitoring service providers and contractors, including work schedules, access coordination, and completion of assigned tasks.

D. Building Rules and Policy Compliance

• Assist in communicating and implementing approved condominium rules, regulations, and administrative procedures.
• Remind residents, tenants, visitors, and service providers of applicable building policies in a professional and respectful manner.
• Document reported violations and elevate recurring or serious concerns to the Property Manager.
• Assist in coordinating compliance with move-in/move-out procedures, renovation requirements, visitor protocols, and other building guidelines.

E. Billing and General Administrative Assistance

• Assist in distributing billing statements, payment reminders, receipts, and other account-related communications, as authorized.
• Coordinate with the accounting or finance department regarding tenant account inquiries, payment confirmations, and outstanding balances.
• Maintain records of administrative transactions and supporting documents.
• Assist in monitoring dues, utility charges, and other property-related accounts as assigned, without independently approving adjustments or waivers.
• Provide general administrative support to the Property Manager and management team.

III. QUALIFICATIONS

• Graduate of a bachelor's degree in Business Administration, Office Administration, Hospitality Management, or a related field.
• Experience handling tenant or customer complaints is an advantage.
• Proficient in Microsoft Office, Google Workspace, email, and basic spreadsheet preparation.
• Excellent verbal and written communication skills.
• Strong organizational skills and attention to detail.
• Able to manage multiple requests, prioritize tasks, and follow through on commitments.
• Professional, approachable, patient, discreet, and service-oriented.
• Able to work independently and coordinate effectively with different departments.

IV. CORE COMPETENCIES

• Tenant and customer relationship management
• Complaint handling and problem-solving
• Written and verbal communication
• Administrative documentation and recordkeeping
• Coordination and follow-through
• Professionalism and confidentiality
• Time management and organization
• Attention to detail and accountability

V. PERFORMANCE INDICATORS

Performance may be evaluated based on the following:

• Timeliness of responses to tenant inquiries and complaints.
• Accuracy and completeness of administrative records and reports.
• Consistent monitoring and follow-up of maintenance requests.
• Professionalism in dealing with tenants, unit owners, visitors, and service providers.
• Timely dissemination of building notices and announcements.
• Proper documentation and escalation of incidents and unresolved concerns.
• Compliance with management policies and established administrative procedures.

Pay: Php18,000.00 - Php20,000.00 per month

Benefits:

• Health insurance
• Life insurance

Ability to commute/relocate:

• Quezon City: Reliably commute or planning to relocate before starting work (Required)

Education:

• Bachelor's (Required)

Location:

• Quezon City (Preferred)

Work Location: In person