Building Administrator

BUILDING ADMINISTRATOR

Location: Mandaluyong City
Employment Type: Full-time

Job Summary

The Building Administrator is responsible for the overall day-to-day administration and efficient operation of the assigned property, ensuring that building facilities, tenants, vendors, and administrative requirements are properly managed. The position will also handle accounting and financial-related functions, requiring a strong accounting background in addition to building administration experience.

Key Responsibilities

Building Administration & Operations

• Oversee the day-to-day operations and administration of the building/property.
• Ensure that building facilities, common areas, equipment, and utilities are properly maintained and operational.
• Coordinate with maintenance, engineering, security, housekeeping, and other service providers to ensure smooth building operations.
• Monitor and coordinate preventive maintenance, repairs, and other building-related concerns.
• Address and resolve tenant concerns, requests, and operational issues in a timely and professional manner.
• Monitor compliance with building rules, regulations, policies, and safety requirements.
• Coordinate with contractors, suppliers, and external service providers and monitor the quality of their services.
• Maintain proper records of building operations, incidents, maintenance activities, contracts, permits, and other property-related documents.
• Prepare regular reports on building operations, expenses, maintenance activities, and other administrative matters.
• Assist in implementing emergency preparedness, safety, and security procedures.

Accounting & Financial Responsibilities

• Monitor and maintain accurate records of building-related income, expenses, collections, and disbursements.
• Prepare and process billing, payment requests, vouchers, purchase requests, and other accounting-related documents.
• Monitor accounts receivable, tenant billings, collections, and outstanding balances, when applicable.
• Review and verify invoices, statements of account, and supporting documents from suppliers and service providers.
• Monitor the property's operating expenses and assist in budget preparation and expense forecasting.
• Reconcile financial records and coordinate with the Accounting/Finance Department on discrepancies and accounting concerns.
• Maintain organized records of receipts, invoices, petty cash transactions, and other financial documents.
• Prepare periodic financial and administrative reports for management review.
• Ensure that all financial transactions and documentation comply with company policies and established accounting procedures.

Administrative Responsibilities

• Manage correspondence, documentation, filing, and other administrative requirements of the property.
• Coordinate meetings, inspections, and activities involving tenants, management, contractors, and service providers.
• Assist in the preparation and monitoring of service contracts, permits, licenses, and other property-related documentation.
• Support management in implementing policies, procedures, and programs related to the property's operations.
• Perform other related duties that may be assigned by management.

Qualifications

• Bachelor's degree in Accounting, Finance, Business Administration, Property Management, or a related field.
• Preferably with 1–2 years of experience in building administration, property management, accounting, or a related field.
• Strong accounting background with practical knowledge of bookkeeping, billing, collections, expense monitoring, and financial documentation.
• Experience in building/property administration is highly preferred.
• Knowledge of building operations, maintenance coordination, and tenant relations is an advantage.
• Proficient in Microsoft Office applications, particularly Excel.
• Strong organizational, communication, coordination, and problem-solving skills.
• Detail-oriented and capable of handling financial records and administrative documents accurately.
• Able to coordinate effectively with tenants, contractors, suppliers, employees, and management.
• Willing to be assigned in Mandaluyong City.