About the job OC Administration AssistantThe details matterand youre the one who makes sure none of them slip.
Hi! We're Smartsourcing, and we're looking for a
full-time,
onsite OC Administration Associate to provide structured administrative support to Owners Corporation Managers. In this role, you'll assist with meeting preparation, documentation, maintenance coordination, and general OC administrationensuring accuracy, compliance, and smooth day-to-day operations.
Where
JEG Tower, Archbishop Reyes, Corner Acacia St., Barangay Kamputhaw, Cebu City, 6000 Cebu
Role Purpose
The OC Administration Associate provides comprehensive administrative support to Owners Corporation Managers (OCMs) across meetings, documentation, onboarding and offboarding of OCs, maintenance coordination support, and general administrative functions. The role ensures that all Owners Corporation records, notices, correspondence, and workflow tasks are completed accurately, efficiently, and within required timeframes. This role is essential in maintaining compliance, ensuring smooth meeting preparation, managing documentation workflows, and supporting the operational needs of OC Managers and committees.
Key Responsibilities
- Meeting Administration
- Prepare, amend, and distribute meeting agendas and minutes.
- Process meeting forms, meeting correspondence, and Bing mailings.
- Ensure all meeting documentation is completed, sent, and filed correctly.
- Documentation & Compliance
- Prepare OC Certificates, NOA/NOD, Insurance updates, COC/OC Rules, and contract documentation.
- Manage portal/app access requests and documentation correspondence.
- Update and maintain compliance-related documentation.
- Support training documentation and documentation improvements.
- OC Management Support
- Process onboarding and offboarding handover files.
- Manage lot updates and maintain OC management correspondence.
- Assist OCMs with training-related tasks and general administrative support.
- Complete OC management of Adhoc tasks as assigned.
- Maintenance Support
- Process to work orders, quotes, and supplier-related administrative tasks.
- Update Resvu requests and maintain supplier cards.
- Process keys and fobs orders.
- Respond to maintenance correspondence and provide phone support when required.
- General Administration
- Save, check, and search files to maintain record accuracy.
- Sort and file incoming emails according to folder structures.
- Respond to general admin correspondence.
- Support ongoing training, process documentation, and adhoc administrative tasks.
Educational Requirements
About YouQualifications & Experience
- Bachelor's degree in business administration, Office Administration, Management, Accounting, or any related field.
- Equivalent work experience may be considered where a degree is not available.
Work Experience
- 13 years experience in administrative support, strata administration, real estate administration, property management support, or similar coordination roles.
- Experience handling documentation-heavy workflows and multi-channel correspondence.
- Exposure to OC/strata processes, maintenance administration, or meeting preparation is an advantage.
Skills & Competencies
Technical Skills
- Strong administrative skills and document management capability.
- Knowledge of Owners Corporation/strata administration is preferred.
- Ability to manage multiple systems and follow structured workflows.
- Proficiency in Microsoft Office and email management systems.
Professional Competencies
- Excellent written and verbal communication skills.
- Strong organisational skills and ability to meet deadlines.
- Consistent attention to detail and accuracy.
- Ability to prioritise tasks across multiple OCs and managers.
- Personal Attributes
- Reliable, proactive, and responsible.
- Professional, calm, and customer oriented.
- Strong problem-solving and critical thinking skills.
- Ability to work independently and collaboratively.
Tools & Systems Used
- OC management platforms (e.g., PIQ, Resvu, portals)
- Microsoft Office (Excel, Word, Outlook)
- Email and communication tools
- Shared drive/cloud storage
- Bing mail systems
- Supplier and contractor portals
Benefits
Step Into the Smartsourcing Experience
Smartsourcing was created with one mission: to change lives. We're here to ensure that businesses flourish and, just as importantly, that every member of the crew is inspired, supported, and set up to thrive. For the fifth year running, we've been recognized as one of HR Asia's Best Companies to Work For. This award isn't just a title--it's a testament to our commitment to making Smartsourcing an incredible place to build a career.
Why You'll Love Working Here
About
At Smartsourcing, we believe the best work comes from people who feel seen, heard, and valued. That's why we're all about fostering an environment where you can be your true self. We take pride in being certified as a Great Place to Work, because we know that when you love where you work, extraordinary things happen. Here's just a glimpse of what we offer:
- Weekends are yours (we respect your time off)
- 5-day Christmas Leave (unwrap real time off)
- Healthcare from Day 1 for you and your family (because healthcare matters)
- Free lunch and barista-crafted coffee daily (we take our caffeine seriously)
- Night shift differential for evening schedules
- Subsidized gym membership and sports wellness clubs including hiking and free-diving
- Smartsourcing Exclusives (deals made just for you)
- Themed BFFs, monthly knockoffs, summer parties
- Community give-back programs and personal development workshops
- And so much more!
We're not just another outsourcing company. We're building something that actually matters here a place where good work meets good culture.
Bring your focus, structure, and driveapply at Smartsourcing today. 
