Property Administration Officer

To administer all Property Management and Administration-related activities in his assigned property (tower) which includes Housekeeping and Janitorial services, Utilities Administration, Facilities Utilization, and other site-related administrative functions; to consistently coordinate and attend to all activities involving the tenants as well as their concerns; to monitor the tenant accounts and perform activities relevant to the generation of sales involving them; to ensure that the tower's daily operations run smoothly and that no issues occur; and, to ensure that all activities relevant to the success of the property's operations are provided to the involved employees.

DUTIES & RESPONSIBILITIES

BUILDING ADMINISTRATION • To administer and oversee janitorial and housekeeping services within limits provided by policy. • To ensure the proper implementation of housekeeping activities. • To perform regular inspections of tenants’ areas on cleanliness and condition. • To inform the tenants on any housekeeping-related findings on their respective areas/spaces that they need to act upon. • To conduct house rules orientation to opening team members of tenants. • To perform periodic reading of utilities consumption, for reporting and submission, and the accurate and timely charging of utilities. • To check, monitor, and study the utilities consumption of tenants and report utilities deficiencies to the involved parties. • To ensure accurate, complete and timely documentation of all utilities-related activities with tenants. • To implement the preparation of utilities-related activities including the conduct of tests for tenants. • To attend to, participate in, and conduct visual and physical checks on the condition of tower facilities and to report any unusual physical findings; to report, request, and coordinate with EDD on the necessary repairs and replacements, and, lead or guide the Resident Engineer in inspecting areas, when necessary • To monitor the progress and completion of all facilities maintenance works. • To check and assess all finished tenant-related construction projects. • To address, with the Resident Engineer, concerns for rectification on tenant's facilities To coordinate all electro-mechanical and architectural concerns of the tenants to the EDD group. • To conduct post evaluation on all the repairs and maintenance activities conducted by EDD group.

TENANT RELATIONS • To facilitate the implementation of tenant-related activities for long-term or in-line tenants from pre-construction to post-construction such as conducting pre-construction meetings. • To identify and consolidate all the tenant deficiencies and concerns for its timely rectification. • To prepare and process all original documents necessary for the tenant's operation. • To review and complete the pre-construction and preoperation requirements. • To perform routine inspections while construction is ongoing on the tenants' areas and during its operation. • To expedite the processing of temporary and final clearance to operate and all other relevant documents moving forward. • To ensure that tenant concerns are attended to by the respective employees. • To document all tenant findings, evaluation, and recommendations in line with the tenants' concerns. • To make sure that tenants comply with the policies, procedures, and guidelines of the company as tenants of its property. • To coordinate with the other departments, when needed, in line with them providing support to the tenants when it comes to tenant-related activities. • To prepare reports on sales, utilities consumption, and status of rental payments. • To follow-up and monitor payments from tenants; to issue notices to these tenants for unsettled accounts. • To ensure that all activities related to the proper collection of finances from and to tenants are properly performed.

GENERAL ADMINISTRATIVE FUNCTION • To conduct administrative functions duly covered by existing policies and guidelines; such as, updating of tower files, checklists, and others, as well as prepare periodic reports on status of repairs/maintenance works, construction or renovations activities, utility consumption and incident reports, audit findings, approval of standard documents and forms, recommendation to Tower Management, Tenant Construction Activities, Occupancy Report, Updated List of Tenants, and Weekly and Monthly Sales Reports • To perform responsibilities generally covered by the position • To spearhead the conduct of assigned ad-hoc activities; such as, drills and seminars • To report on tenant account updates • To route circular/memo to tenants for important notices • To audit the conditions of the facilities used in the leased spaces of the separating tenants and encode its relevant data on the system • To track and monitor the completion of the renewal of government permits and certificates • To monitor the expiration of permits including safekeeping of original copies (e.g. due dates) • To coordinate with Building Officials with regards to annual building inspections • To handle the submission of documents and payments to respective government agencies; and, to process insurance documentation requirements.

EXPERIENCE & EDUCATIONAL REQUIREMENTS

• At least 3 years of work experience in building/property administration or the same field.
• Graduate of Civil, Mechanical, Electrical or Environmental Engineering, Architecture, Building Maintenance Technology, or any business-related course.
• Knowledgeable in Microsoft applications, good in oral and written skills • Can perform with minimum supervision, willing to work on flexible schedule

WORK LOCATION

• SM Clark Tower, SM Fairview Towers