Property Management Admin Associate

From lease offer to rent review — all in careful hands.

Hi! We're Smartsourcing, and we're hiring a full-time, onsite Property Management Admin Associate to support an onshore Property Management and Leasing team — keeping records reliable, documents accurate, and day-to-day property administration running smoothly.

Where JEG Tower, Archbishop Reyes, Corner Acacia St., Barangay Kamputhaw, Cebu City, 6000 Cebu

About the Role

As a Property Management Admin Associate, you'll provide accurate, timely administrative support to onshore Property Management and Leasing teams — preparing lease renewals and offers, processing rent increases and rent reviews, and handling high-volume data entry and general property admin. You'll review information for completeness, keep records organised and compliant, assist with inspection preparation, and coordinate administrative matters with onshore stakeholders using established templates. It's a fast-paced, frequently changing environment, so the role suits someone highly detail-oriented and organised who can work through routine tasks with minimal supervision and escalate anything unclear or higher-risk promptly.

Key Responsibilities

Lease Renewals

• Prepare and issue lease renewal documentation for assigned properties.
• Track renewal timelines and follow up on outstanding actions.
• Ensure renewal information is complete and accurately recorded, processed in line with established procedures and templates.

Lease Offers

• Prepare and process lease offers for assigned applicants and properties.
• Review offer details and supporting information for completeness and accuracy.
• Coordinate with onshore officers to confirm terms before issue, and maintain accurate records of issued offers.

Rent Increases & Rent Reviews

• Prepare rent increase and rent review notices for assigned properties.
• Verify calculations and ensure statutory notice requirements are met.
• Maintain accurate rent review schedules and records, escalating unclear or higher-risk matters appropriately.

Data Entry & General Administration

• Perform accurate, high-volume data entry across property management systems and records.
• Complete general property administration tasks as assigned, keeping records organised and up to date.
• Follow established procedures and templates consistently, flagging data or process issues for correction.

Records, Compliance & Inspection Support

• Maintain complete and organised property management records.
• Support compliance requirements and documentation, and assist with routine inspection preparation.
• Verify information for accuracy before finalising records, escalating compliance or higher-risk matters appropriately.

Stakeholder Communication & Coordination

• Respond to property administration email enquiries.
• Communicate with onshore Property Management Officers and the leasing team, clarifying details and requesting missing or corrected information.
• Coordinate resolution of administrative matters and provide accurate updates on assigned tasks.

Artificial Intelligence (AI) Readiness and Digital Enablement

• Maintain baseline AI literacy and use approved AI tools responsibly, in line with company policies, data privacy, information security, and client confidentiality obligations.
• Apply sound judgment by validating outputs and avoiding overreliance, ensuring accuracy and accountability in all work delivered.
• Participate in AI readiness trainings and proactively identify opportunities for process improvement through automation and responsible AI integration.

What You'll Need to Succeed

Experience

• Prior experience in an administrative role, with a tenured, stable background (demonstrated length of service, not short stints)
• Background in property management support, real estate, or leasing administration advantageous
• Remote or virtual-assistant experience supporting international clients advantageous

Skills & Behaviours

• Strong attention to detail and organisation
• Able to handle routine responsibilities with minimal supervision and follow established procedures consistently
• Comfortable in a fast-paced, frequently changing environment
• Strong written and verbal English, with the ability to coordinate effectively with onshore officers, the leasing team, and other internal stakeholders

Education

• No specific degree required; a qualification in business administration, real estate, property management, or a related field is advantageous

Tools

• Proficiency with standard office and email applications
• Experience with property management or CRM systems advantageous

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

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:

• 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
• Smartsourcing Exclusives (deals made just for you)
• Themed BFFs, monthly knockoffs, summer parties
• Community give-back programs and personal development workshops

We're not just another outsourcing company. We're building something that actually matters here a place where good work meets good culture.

Where accuracy is the whole job. Apply now at Smartsourcing.