Job Summary:
The Administrative Assistant provides day-to-day administrative and office support to the Property Management Office. The role ensures the smooth flow of documentation, office coordination, and communication between departments, service providers, tenants/residents, and guests. This position helps the PMO maintain efficient operations, compliance with company policies, and timely servicing of client requests.
Duties and Responsibilities:
- Assist in the daily operations of the Property Management Office (PMO).
- Maintain proper filing and safekeeping of documents (contracts, permits, correspondence, work orders, memos, and reports).
- Prepare letters, notices, memos, and certificates for residents/tenants as instructed.
- Process procurement requests, purchase orders, and monitoring of office supplies.
- Encode data into tracking sheets, logs, and monitoring reports required by the PMO.
- Receive and route calls, emails, and walk-in inquiries to the appropriate PMO personnel.
- Schedule and confirm appointments, inspections, and meetings within the property.
- Assist in the processing of gate passes, work permits, move-in/move-out documents, and other administrative clearances.
- Provide standard information to residents/tenants regarding procedures, building policies, and available services.
- Maintain updated tenant/resident files and contact records.
- Monitor submission of compliance documents (contractors permits, insurance, move-in requirements, etc.).
- Assist in report generation including monthly administrative reports, service ticket summaries, and inventory monitoring.
- Support the preparation of minutes of meetings when required.
- Coordinate with engineering, security, housekeeping, accounting, and other internal departments for administrative routing of concerns.
- Assist in vendor coordination for scheduled works and site visits.
- Monitor and follow up pending requests and provide timely feedback to the Property Manager.
Minimum Requirements:
- Graduate of any four-year course.
- At least 1 year of administrative experience; experience in property management, real estate, or hospitality is an advantage.
- Knowledge of office practices and procedures.
- Ability to compose and edit correspondence.
- Ability to manage multiple tasks simultaneously.
- Ability to maintain confidentiality.
- High sense of urgency and a high level of dependability.
- Good organizing skills; efficient and accurate in filing documents.
- Clear communication skills.
- Resilient in handling additional responsibilities.
