Property Management Maintenance Associate

Be the multitasking maestro who orchestrates property management perfectly. Join Smartsourcing now

Be part of our team onsite and full-time as a Property Management Maintenance Associate at Smartsourcing You'll coordinate between tenants, landlords, and tradespeople to ensure maintenance requests are completed efficiently, workflows run smoothly, and everyone receives seamless support. If you excel at organization, problem-solving, and delivering top-notch service, this is the role for you.

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

Role Overview

The Maintenance Associate provides end-to-end support to the Property Management team in handling maintenance requests, ensuring timely communication between tenants, landlords, and tradespeople. The role is critical in maintaining compliance, monitoring workflows, and delivering a seamless maintenance experience for all stakeholders.

Working closely with onshore Property Managers, the Maintenance Associate ensures all follow-ups, documentation, and reporting are completed with accuracy, efficiency, and professionalism.

1. Maintenance Coordination

• Support PMs in monitoring landlord approvals after submission in the system.
• Follow up with tradespeople (tradies) on job acceptance and scheduling if no response within 24 hours.
• Track entry notices and key collections to ensure compliance with tenancy regulations.
• Follow up with tenants (renters) post-job completion to gather feedback and confirm resolution.

2. Invoice & Payment Support

• Monitor receipt and attachment of invoices in the system.
• Conduct pre-checks to ensure accuracy before forwarding to PM for approval.
• Track and follow up on overdue invoices, flagging issues early to the accounts team.

3. Workflow Monitoring & Reporting

• Monitor dashboards for stuck jobs, missing actions, or overdue tasks.
• Generate maintenance status reports for PM visibility and landlord updates.
• Ensure all automated communications (tenant notices, reminders, updates) are sent correctly, escalating any issues to PMs.

Qualifications & Requirements

• Previous experience in AU property management support, AU real estate administration, or facilities coordination preferred.
• Strong administrative and organisational skills with attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Tech-savvy with experience using property management software (e.g., DI, PropertyMe, Console Cloud, or equivalent) and MS Office/Google Workspace.
• At least 2 years' experience in administration or customer service within real estate, BPO, or related industry.
• Proactive, with strong problem-solving skills and a service-oriented mindset.

Key Competencies

• Attention to Detail – ensures all records, invoices, and reports are accurate.
• Communication Skills – clear, professional, and timely interactions with tenants, landlords, tradies, and PMs.
• Initiative – takes ownership of follow-ups and flags issues before they escalate.
• Collaboration – works seamlessly with onshore PMs and internal teams.
• Customer Service Orientation – ensures tenants and landlords receive high-quality service.

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 fourth 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:

• 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.

Turn organization into impact Step into our Maintenance Associate role and keep workflows running flawlessly.