Support Coordinator

2 days ago

Bacoor, Calabarzon, Philippines beBeeAdministrative Full time ₱60,000 - ₱80,000
Job Summary

We are seeking a skilled Support Coordinator to provide administrative assistance to our Property Management Team.

The successful candidate will be responsible for maintaining positive relationships with clients, escalating issues as required, and performing various special projects as directed.

Key Responsibilities:
  • Maintain client relationships and escalate issues as needed
  • Special projects as directed by the team
  • Enter maintenance requests into software and arrange instructions from rental providers
  • Monitor outstanding jobs and quotes in software
  • Add approved invoices to Dropbox and send accounts to rental providers if they exceed monthly rent
  • Arrange lease renewals according to instructions from rental providers and ensure safety compliance with contractors
  • Follow up reminders and tasks in software
  • Schedule routine inspections for property managers
Routine Inspection Tasks:
  • Maintenance
  • Diarise maintenance requests from renters
  • Advise landlords and request instructions
  • Arrange tradesmen if approved and complete maintenance
  • Check with renters or tradesmen if work completed
  • Follow up on outstanding maintenance within five days
  • Approved invoices as per PM instructions
  • Rent Arrears Process
  • Follow up as instructed by PM (sms, emails from software)
  • Routine Inspections
  • Property Manager will monthly advise of Routine Inspections to be booked for the following month and days/times
  • Arrange inspections with renters by forwarding letters advising of day and time
  • SMS day prior as reminder
  • PME - add any maintenance noted; follow up RRP (owner) or Renter for any follow-ups needed
  • Arrange required maintenance once instructed by the Property Manager
  • General
  • Attend Property management and company meetings when invited
  • Follow company processes and use required checklists
  • Ensure emails are responded to in a timely manner
  • Provide backup support to other staff if required in a timely manner
  • Routine inspections letters and adding inspections into diaries
  • Lease renewal letters and updating software and follow up
  • Generating lease renewals for all property managers once received instructions: including chasing renters to sign leases, sending fully signed leases to owners and work flowing lease renewal charges to accounts to process
  • Administration
  • Coordinate and prepare new client documentation and follow up of compliance documents
  • Entering new managements into software including: property, renter, owner information and relevant information into software/saving owner instructions and authorities
  • Organising re-directions of invoices for new managements such as Water, Council and OC fees
  • Bond lodgements / claims / transfers / audits / renewals / ensure all bond numbers & receipts filed in software
  • Entering new creditors into software and saving relevant docs to software
  • Connecting water for all new renters
  • Providing tenancy details to utility connections
  • Process and add incoming invoices to Dropbox for trust accounts
  • Process and direct trade invoices to Property Managers for approval and updating in software

As a key member of our team, you will have the opportunity to develop your skills and expertise in property management administration. If you are a motivated and organised individual who is passionate about delivering exceptional service, we encourage you to apply for this exciting opportunity.

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