Administrative Assistant

Location: Hybrid Role Work Schedule - Tuesday to Saturday (Monday and Sunday off)

Occassional overtime required. Overtime hours paid at overtime rate.

Workplace: Ortigas Center, near Robinson's Galleria

Note on Hybrid Schedule: This role requires the Administrative Assistant to work a flexible hybrid schedule, with an expectation to be in the office at our Ortigas Center location near Robinson's Galleria on an agreed-upon basis, and the rest of the week working remotely. Hybrid arrangement commences after the first 4 weeks on-site.

Include a cover letter and specify your earliest possible start date.

Job Summary

We are seeking an exceptionally organized and resourceful Administrative Assistant to provide comprehensive support focused on supporting two business operations - Software Development and Property Management operations. The ideal candidate will be a proactive, discreet partner who excels at managing varied responsibilities, ensuring both businesses run seamlessly.

Key Responsibilities

1. Property Management & Short-Term Rental Logistics (Primary Focus)

• Property Listings and Marketing: Coordinate the preparation and posting of rental listings (long-term and short-term/Airbnb) across various platforms, including managing photo uploads and drafting compelling property descriptions.
• Guest and Tenant Communication: Handle all incoming communications for Airbnb and other short-term rental platforms, including booking inquiries, pre-stay communication, and resolving guest issues promptly and professionally.
• Property Viewings & Showings: Schedule and coordinate property viewings for potential long-term tenants or manage key/lockbox access for self-guided viewings.
• Vendor and Cleaning Coordination: Manage the schedule and logistics for cleaning staff, maintenance vendors, and contractors to ensure properties are clean, well-maintained, and prepared for check-in/check-out.
• Inventory Management: Monitor and replenish essential supplies (e.g., linens, toiletries, cleaning supplies) for all short-term rental units.

1. Software Development Start-up (Security software)

• Company Administrative Support: Handle all incoming communications with clients.
• Social Media Management: Handle the company's social media presence.

1. General Administration

• Draft, edit, and format documents, reports, and presentations using Microsoft Office Suite or Google Workspace.
• Maintain organized digital and physical filing systems for all property and legal documents.
• Run occasional errands or handle special projects as needed.

Required Skills & Qualifications

• Proven experience (typically 2+ years) as an Administrative Assistant, Personal Assistant, or in a similar administrative role.
• Prior experience or strong familiarity with short-term rental platforms (e.g., Airbnb, VRBO) and their operations is highly preferred.
• Exceptional organizational skills, with meticulous attention to detail and a proactive approach to managing complex logistics.
• High level of discretion and integrity in handling confidential and personal information.
• Strong verbal and written communication skills, with a professional and friendly demeanor for communicating with guests and clients.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) or Google Workspace.
• Ability to work independently, manage shifting priorities, and solve problems quickly under pressure.