Administrative Head

The Administrative Head is responsible for leading and managing all administrative and operational functions of the Homeowners Association (HOA). This role ensures efficient community operations, effective coordination among departments, timely compliance with regulatory requirements, and high-quality service delivery to homeowners and stakeholders. The Administrative Head acts as the central point of leadership for administrative processes, staff supervision, documentation control, and HOA governance support.

Job Responsibilities

• Oversee day-to-day HOA operations including security, housekeeping, engineering, groundskeeping, and general maintenance.
• Supervise department heads, onsite staff, and all outsourced services including those from affiliate companies and external service providers to ensure high-quality service and operational efficiency.
• Develop, review, and implement administrative and operational policies, SOPs, community rules, and service standards.
• Ensure timely submission of all administrative requirements including reports, permits, audit documents, homeowner communications, and financial updates.
• Manage contracts, service agreements, insurance policies, accreditation requirements, and other administrative documentation.
• Coordinate with government agencies (LGU, BFP, DOLE, DENR, etc.) for inspections, certifications, permits, and regulatory compliance.
• Serve as the primary point of contact for homeowner concerns, requests, complaints, and conflict resolution.
• Ensure excellent customer service and maintain positive community relations.
• Prepare, organize, and facilitate HOA Board meetings, annual meetings, committee sessions, and community announcements.
• Assist in preparing, monitoring, and managing the HOA’s annual budget and operational expenditures.
• Oversee billing, collection, and financial documentation related to HOA dues, assessments, penalties, and other charges.
• Monitor expenses, evaluate service costs, and implement cost-efficient measures.
• Lead preventive maintenance programs and ensure proper upkeep of community facilities, equipment, and common areas.
• Monitor repairs, improvement works, utilities consumption, and third-party contractor performance.
• Ensure community safety and emergency preparedness plans are established, updated, and properly implemented.
• Maintain orderly administrative records, logs, files, and documentation aligned with HOA policies and regulatory standards.
• Coordinate interdepartmental tasks to support smooth and efficient HOA operations.
• Support the Board and Management with community development initiatives, policy enhancements, and project planning.

Qualifications

• Bachelor’s degree in business administration, Office Administration, Management, Public Administration, Property/Real Estate Management, or any related field.
• At least 5 years of experience in administrative management, office leadership, or operations supervision.
• Excellent leadership skills with experience supervising teams, service providers, and multi department operations.
• Strong verbal and written communication skills; able to coordinate effectively with homeowners, staff, and external partners.
• Strong understanding of budget monitoring, procurement, and resource management.
• Proficiency in preparing administrative reports, presentations, and meeting documents.