Property Management Assistant

Job Summary

The Property Management Assistant supports the Property Manager in the day-to-day operations, maintenance, and administration of the company’s properties and communities. The role involves coordinating with homeowners, contractors, service providers, and internal departments to ensure that sites are properly maintained, concerns are addressed promptly, and community standards are consistently upheld.

The ideal candidate is resourceful, organized, customer-focused, and comfortable working in a field-based environment. This position requires strong coordination and communication skills, attention to detail, and the ability to manage multiple site-related concerns efficiently.

Key Responsibilities

• Assist in maintaining the cleanliness, orderliness, safety, and overall functionality of properties, facilities, and common areas.

• Conduct regular site inspections and assist in identifying maintenance, repair, and operational concerns.

• Assist with site visits, punch listing, unit inspections, and property turnovers.

• Monitor the condition and functionality of facilities, utilities, and common areas.

• Assist in clubhouse operations, including monitoring of electricity, water consumption, and other facility-related requirements.

• Receive, document, and coordinate the resolution of homeowners’ concerns, warranty issues, maintenance requests, and community complaints.

• Coordinate with the Engineering and other concerned departments for property assessments, repairs, and corrective actions.

• Assist in communicating community policies, procedures, announcements, and other important information to homeowners and residents.

• Assist in implementing community regulations and systems, including car sticker/pass systems and other site policies.

• Support activities related to the organization, formation, and election of Homeowners Associations (HOAs).

• Coordinate with contractors, suppliers, and service providers for maintenance, repairs, and other property-related requirements.

• Monitor the performance and compliance of site service providers, including security personnel, gardeners, housekeeping staff, and other contractors.

• Coordinate with Engineering, Purchasing, and other internal departments to ensure timely completion of site requirements.

• Monitor and follow up on outstanding repairs, maintenance concerns, and service requests.

• Prepare, maintain, and organize property-related reports, including incident reports, accomplishment reports, repair requests, inspection reports, and other documentation.

• Assist in preparing requisitions for supplies, equipment, tools, and other materials required for site operations.

• Maintain accurate records of homeowner concerns, repairs, inspections, and other property-related activities.

• Validate and monitor the Daily Time Records (DTRs) of site personnel and coordinate any discrepancies with the concerned parties.

• Monitor the operational condition of CCTV systems and coordinate with the appropriate personnel regarding repairs or technical concerns.

• Assist in coordinating security-related matters and ensuring that site security protocols are properly implemented.

• Monitor compliance with established community and property standards.

• Provide administrative and operational support to the Property Manager as needed.

• Perform other property management, site operations, and coordination tasks that may be assigned from time to time.

Qualifications

• Bachelor’s degree in Property Management, Business Administration, Real Estate Management, or a related field preferred.

• At least 1–2 years of experience in property management, site administration, real estate operations, facilities management, or a related field.

• Experience in residential property or community management is an advantage.

• Strong coordination, organizational, and problem-solving skills.

• Excellent communication and interpersonal skills.

• Strong customer service orientation and ability to handle homeowner concerns professionally.

• Basic knowledge of property maintenance, facilities, and site operations.

• Good documentation and report-writing skills.

• Proficient in Microsoft Office applications, particularly Word and Excel.

• Ability to work independently, manage multiple priorities, and follow through on assigned tasks.

• Willingness to conduct regular site visits and work in a field-based environment.

Additional Qualifications

Preferred but not required:

• Can drive and possesses a valid driver's license, preferably with the ability to operate a motorcycle.
• Willing to work flexible hours, including occasional weekends or holidays when site operations require.
• Willing to travel between company properties and project sites.
• Must be based in or near Antipolo, & Binangonan, Rizal.