The Role:
As an Administrative Assistant you will provide administrative support to ensure the efficient operation of the assigned portfolio. You will communicate effectively with your respective supervisors and assist them in managing their portfolios. This role is expected to have a strong understanding of time management and prioritization skills. Most of the work performed will require this role to navigate proficiently through Yardi Voyager to complete deadline-driven tasks.
Location: Must be in Philippines – Remote.
Environment: Philippines and International Teams.
Timezone: 9 AM – 6 PM Pacific Daylight Time (12 AM – 9 AM Philippine Local Time), follows Philippine holidays
Contract: Full Time
Requirements:
- Education: Bachelor's degree in the related field
- Experience: At least 3-5 years of experience as an Administrative Assistant. High preference for those with Yardi experience.
- Skills:
- Proficient in Microsoft Word, Excel, Outlook, and SharePoint/Teams
- A background in property management support is preferred
- Strong organization, oral and written communication skills
- Analytical skills with particular attention to detail
- Ability to function in an autonomous environment—independent worker, self-directed
- Characteristics:
- Highly Organized. You naturally create systems and processes that keep information accurate, accessible, and easy to manage.
- Detail-Oriented. You catch small errors before they become larger problems and ensure documentation is accurate and complete.
- Proactive Communicator. You follow up when information is missing, clarify details when needed, and keep supervisors informed.
- Reliable and Accountable. Supervisors trust that assigned tasks will be completed accurately and on time.
- Comfortable with Systems and Technology. You enjoy working with platforms like Yardi, Outlook, Teams, and Excel to manage workflows and data.
- Service-Minded. You understand that the work ultimately supports affordable housing communities and the residents who live there.
Responsibilities:
- Manage deposits on a weekly basis and ensure checks are mailed out per the security deposit accounting process. Ensure dispositions with amounts due over $100 are forwarded processed for collections.
- Communicate with all levels of staff via phone, Outlook, and Microsoft Teams
- Create and save documents via SharePoint/Teams
- Format and sort data using Microsoft Excel and Microsoft Word
- Provide administrative support to regional property supervisor
- Process confidential and time-sensitive material
- Assist with administrative onboarding of new properties and new vendor setup
- Assist with administrative offboarding and closing out properties
- Process rent payments
- Forward incoming invoices to property manager and process upon request
- Prepare monthly expense reports for the supervisor
- File, type, copy, and scan documents
- Organize and schedule meetings and appointments as directed by the supervisor
- Screen calls from residents, vendors, and managers
