Administrative Coordinator for Property Management Team

1 week ago

Mandaluyong City, National Capital Region, Philippines beBeeAdministration Full time ₱5,000 - ₱7,000
Job Title: Property Management Admin Assistant

This role involves maintaining positive relationships with clients, escalating issues as required, and ensuring timely service delivery to maximize client retention.

The ideal candidate will have exceptional organizational skills, a proactive approach, and excellent communication skills. Key Responsibilities include:

  • Maintain positive relationships with clients and escalate issues as needed.
  • Perform special projects as directed by the Head of Property Management.
  • Enter maintenance requests into Property Me, arrange instructions, and monitor outstanding jobs and quotes.
  • Add approved invoices to Dropbox and send accounts to rental providers.
  • Arrange lease renewals according to instructions from rental providers and ensure safety compliance is arranged with contractors.
  • Follow up on reminders and tasks in Property Me software.
  • Schedule routine inspections for property managers.
  • Diarize maintenance requests from renters, advise landlords, and request instruction.
  • Arrange tradesmen if approved, complete maintenance, and check with renters or tradesmen if work is completed.
  • Follow up on any outstanding maintenance within five days.
  • Process approved invoices as per PM instructions.
  • Rent Arrears Process: Follow up as instructed by PM (SMS, emails from PropertyMe).
  • Routine Inspections: Arrange inspections with renters by forwarding letters advising of day and time, SMS day prior as reminder, add maintenance noted in PME, and follow up RRP (owner) or renter for follow-ups needed.
  • Arrange required maintenance once instructed by the Property Manager.
  • General: Attend Property management and all company meetings when invited on Zoom, follow company processes, use required checklists, respond to emails in a timely manner, and provide backup support to other staff as needed.
  • Routine inspections letters, adding inspections into diaries, lease renewal letters, updating Property Me (PME), and following up.
  • Generating lease renewals for all property managers once received instructions, including chasing renters to sign leases, sending fully signed leases to owners, and workflow lease renewal charges to accounts to process.
  • Property Management Administration: Coordinate and prepare new client documentation and follow up on compliance documents.
  • Entering new managements into PME, including property, renter, owner information, and relevant information into PME/saving owner instructions and authorities.
  • Organizing re-directions of invoices for new managements such as Water, Council, and OC fees.
  • Bond lodgements/claims/transfers/audits/renewals, ensuring all bond numbers and receipts are filed in PME.
  • Entering new creditors into PME and saving relevant docs to PME.
  • Connecting water for all new renters.
  • Providing tenancy details to Direct Connect for utility connections.
  • Processing and adding incoming invoices to Dropbox for trust accounts.
  • Processing and directing trade invoices to Property Managers for approval and updating in PME.

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