Executive Admin

Executive Admin / Property Manager TOD (Remote PH) - PH

Job Description: Remote Admin Assistant (General Contractor & Property Management Support)

Position: Remote Admin Assistant (Contractor & Property Management Support)

Location: Offshore (Open to talent in PH)

Schedule: Full-time, Remote

Compensation: Competitive Salary (Based on experience)

We are seeking a highly organized and detail-oriented Remote Admin Assistant to support both our general contractor and property management operations. This individual will manage administrative tasks for ongoing generator projects, as well as property management tasks, ensuring smooth communication with clients, tenants, and vendors. You will be responsible for tracking project progress, maintaining schedules, processing invoices, and managing property maintenance and tenant requests. The ideal candidate will be proactive, efficient, and capable of managing multiple tasks with minimal oversight. This is a remote, offshore role with an emphasis on effective communication through WhatsApp, phone calls, and email.

• General Contractor Admin Tasks (Focus: Generator Projects)
  • Client Communication: Review and respond to incoming client emails and inquiries regarding service schedules within 2 hours.
  • Project Tracking: Update the project tracker spreadsheet with daily progress on ongoing projects, including status, delays, and next steps.
  • Scheduling: Schedule client follow-up calls or site visits using email, WhatsApp, and phone calls for communication.
  • Invoicing: Prepare and send daily invoices for completed work, including attaching receipts and tracking payment status.
  • Order Parts/Supplies: Order replacement parts and supplies for projects via approved vendors, confirming delivery timelines.
  • Safety Compliance: Log daily safety compliance checks (e.g., permit statuses, equipment certifications) for active jobs.
  • Material Usage Reporting: Compile a quick report on daily material usage and costs for projects, flagging potential budget overruns.
  • Coordination with Technicians: Coordinate with field technicians via Slack/Teams, WhatsApp, and phone calls to confirm daily service logs and photos.
  • File Archiving: Archive completed project files (contracts, photos, warranties) into the cloud drive for easy access.
• Property Management Tasks
  • Tenant Requests: Monitor and respond to tenant portals/emails for maintenance requests (e.g., plumbing, electrical), and assign tasks to vendors.
  • Rent Payment Tracking: Track daily rent payments, send automated reminders to late payers, and update the lease ledger.
  • Vendor Quotes & Approvals: Review and approve vendor quotes for property repairs (e.g., HVAC, roofing), and schedule work orders after confirmation.
  • Vacancy Report Updates: Update the property vacancy report with daily showings, applications, or lease signings.
  • Virtual Walkthroughs: Conduct virtual walkthroughs for 1-2 units per day (via photos/videos from on-site) to note maintenance needs.
  • Lease Renewal Notices: Prepare weekly lease renewal notices for properties due soon, personalizing details for tenants.
  • Utility Management: Log utility readings and bills for managed properties, flagging any anomalies (e.g., spikes in usage).
  • Coordination with Crews: Coordinate with cleaning/landscaping crews for daily/weekly property inspections and feedback.
  • Tenant Disputes: Handle 2-3 tenant disputes or inquiries (e.g., noise complaints, parking issues) via phone/email.
  • Emergency Contact List: Update the emergency contact list for all properties, verifying vendor availability for after-hours issues.
• Cross-Functional Admin Tasks
  • Document Organization: Organize and file daily receipts and documents from both contractor jobs and property expenses into categorized folders.
  • Backup Key Files: Run quick backups of key files to the secure drive.
  • Inbox Monitoring: Monitor shared inbox for urgent flags (e.g., legal notices, insurance claims), and escalate when needed.
  • End-of-Day Summary: Prepare a 5-minute end-of-day summary email, highlighting key wins, issues, and tomorrow’s priorities.
  • Calendar Review: Review the calendar for conflicts, and block time for team meetings (e.g., weekly contractor huddle or property review).

• Experience:
  • Previous experience in administrative support, preferably in construction/contracting and property management.
  • Familiarity with contractor project tracking, vendor coordination, invoicing, and property management tasks is a plus.
• Skills:
  • Excellent communication skills, particularly through WhatsApp, email, and phone.
  • Strong organizational skills with the ability to multitask and meet deadlines.
  • Proficient with spreadsheets (Excel, Google Sheets), document management, and cloud-based tools.
  • Comfortable using Slack, Teams, WhatsApp, and Zoom.
• Tech Savvy:
  • Ability to use basic project management and CRM tools.
  • Proficiency with cloud storage systems (e.g., Google Drive, Dropbox).
• Attention to Detail:
  • Strong attention to detail, especially when managing invoices, scheduling, and documentation.
  • Ability to maintain accurate records and ensure compliance with safety, legal, and contractual standards.
• Self-Starter:
  • Ability to work independently with minimal supervision and take initiative on tasks.
  • Comfortable working remotely and staying proactive in a flexible, fast-paced environment.
• Availability: Must be available for daily communication during work hours, with responsiveness expected within 2 hours for urgent tasks.

• Experience in the generator industry or property management.
• Basic knowledge of construction safety compliance.
• Familiarity with handling tenant disputes or property maintenance issues.