Administrative Coordinator for Property Operations

20 hours ago

Cabuyao, Calabarzon, Philippines beBeeProperty Full time ₱450,000 - ₱800,000
Job Opportunity

We are seeking an organized and detail-oriented professional to provide administrative support to our property management team.

The ideal candidate will have experience in property management support, real estate administration, or a similar role. They will be proficient in using PropertyMe software and standard office tools.

Responsibilities:

  • Maintain positive relationships with clients, renters, and landlords, and escalate issues as required.
  • Enter maintenance requests into PropertyMe when reported and arrange instructions from rental providers in a timely manner.
  • Use PropertyMe to ensure outstanding jobs and quotes are monitored and kept up-to-date.
  • Add approved invoices to Dropbox and send accounts to rental providers if they exceed monthly rental.
  • Arrange lease renewals according to instructions from rental providers and ensure safety compliance has been arranged with contractors.
  • Follow-up of reminders and tasks in PropertyMe software.
  • Schedule routine inspections for property managers.
  • Maintenance: Diarise maintenance requests from renters, advise landlords and request instruction, arrange tradesmen if approved, and complete maintenance.
  • Check with renters or tradesmen if work completed, follow up any outstanding maintenance within five days, and approve 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 any maintenance noted, and follow up RRP (owner) or renter for any follow-ups needed.
  • General: Attend property management meetings, follow company processes, use required checklists, ensure emails are responded in a timely manner, and provide backup support to other staff if required.

Requirements:

  • 5-7 years of experience in property management support, real estate administration, or a similar role.
  • Proficiency in PropertyMe software and standard office tools.
  • Strong organisational skills with the ability to manage multiple tasks and meet deadlines.
  • Excellent communication skills to liaise with clients, renters, landlords, and tradespeople.
  • High attention to detail, particularly with compliance documents, bonds, and lease renewals.
  • Problem-solving mindset with the ability to escalate issues appropriately.
  • Team player with a proactive approach and willingness to provide backup support.

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