Administrative Assistant

2 weeks ago

Manila, National Capital Region, Philippines Hexagon Group of Companies Full time

MAIN PURPOSE OF THE JOB

Provide necessary operations assistance to the Operations Manager - Property and/or Building Manager and to the tenants.Monitor concerns, complaints and requests from tenants and assist in liaising with tenants to ensure their continued satisfaction.Facilitates the processing of accounts payable, releasing of the Statement of Accounts and creates a weekly report.Maintains proper stock levels of office and common area supplies of assigned property.Attend and supervise all building operations, including the use of public thoroughfares, common areas, access control, security procedures, cleaning, building maintenance, lift usage, tenant conditions and parking arrangements.DUTIES & RESPONSIBILITIESResponsible for the regular timekeeping of the subcontracted manpower services.Regularly conduct inventory of office and common area supplies in the Property Management Office. Summarizes, handling and custody of the operational/petty cash fund. Responsible for the custody of data and documents and filing of administration files. Maintains and organizes documents and communications, databases; researches, gathers and analyzes data; monitors transmittal of documents released by the Property Management.Canvass of materials needed by the Property Management Office for administration expenses.Conduct site walkthrough inspection and safety audit/inspection upon instruction of Operations Manager - Property and/or Building Manager to ensure that required standards of presentation, repairs and operation are being maintained and will ensure all sections of the overall property are visited on a daily basis.Assist with the production and implementation of all emergency procedures at the property including over viewing, evacuation and fire drills.Arrange repairs and maintenance as instructed by the Operations Manager - Property and/or Building Manager relating to building finishes and operational services and to convey the same to the services department.Ensure, as deemed necessary, tenancy fit-out plans and specifications are submitted to the appropriate consultancy team for vetting and follow through to approval.To monitor, as deemed necessary, tenancy fit-out works and to supervise physical occupation by the tenants including the administering of building works conditions which are to be agreed prior to commencement.Monitors tenant occupancy updates, move-in and move-out processes. Assist in the processing of application and renewal of permits and licenses necessary for the operations of the property.Regularly check the collection of pay parking and generate monthly parking summary sales to the Finance and Accounting Department.Perform related duties and tasks as directed by the Operations Manager - Property and/or Building ManagerMINIMUM QUALIFICATIONSGraduate of a Bachelor's Degree (BA/BS) in Engineering, Building Technology, Property Management, Real Estate, Office/Business Administration or related fieldAt least six (6) months to one (1) year relevant work experience in Property Management industry preferably in a High Rise Building or Commercial/Office Building.Fresh graduate are welcome to applyFamiliarity with Property Management OperationsBasic accounting skills and cash managementWilling to travel

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