Virtual Assistant

3 days ago

Lipa City, Calabarzon, Philippines beBeeAdministrative Full time ₱250,000 - ₱350,000
Job Title

We are seeking a highly organised and detail-oriented individual to provide administrative support to our Property Management Team.

  • Maintain positive relationships with clients, escalating issues as required.
  • Assist with special projects as directed.
Key Responsibilities:
  1. Maintain client relationships and escalate issues as necessary
  2. Enter maintenance requests into software and arrange instructions from rental providers in a timely manner
  3. Monitor outstanding jobs and quotes using software
  4. Add approved invoices to Dropbox and send accounts to rental providers if they exceed monthly rent
  5. Arrange lease renewals according to instructions from rental providers and ensure safety compliance with contractors
  6. Follow up on reminders and tasks in software
  7. Schedule routine inspections for property managers
Routine Inspection Tasks:
  1. Maintenance
  2. Diarise maintenance requests from renters
  3. Advise landlords and request instruction
  4. Arrange tradesmen if approved and complete maintenance
  5. Check with renters or tradesmen if work completed
  6. Follow up any outstanding maintenance within five days
  7. Approved invoices as per PM instructions
  8. Rent Arrears Process
  9. Follow up as instructed by PM (sms, emails)
  10. Routine Inspections
  11. Property Manager will monthly advise of the Routine Inspections to be booked for the following month & the days/times
  12. Arrange inspections with Renter by forwarding letter advising of day and time
  13. SMS day prior as reminder
  14. PME - add any maintenance noted; follow up RRP (owner) or Renter for any follow ups needed
  15. Arrange required maintenance once instructed by the Property Manager
  16. General
  17. Attend Property management and all company meetings when invited
  18. Follow company processes and use required checklists
  19. Ensure emails are responded in a timely manner
  20. Provide backup support to other staff if required
  21. Routine inspections letters and adding inspections into diaries
  22. Lease renewal letters and updating software and follow up
  23. 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
  24. Property Management Administration
  25. Coordinate and prepare new client documentation and follow up of compliance documents
  26. Entering new managements into software including: property, renter, owner information and relevant information into software/saving owner instructions and authorities
  27. Organising re-directions of invoices for new managements such as Water, Council and OC fees.
  28. Bond lodgements / claims / transfers / audits / renewals / ensure all bond numbers & receipts filed in software
  29. Entering new creditors into software and saving relevant docs to software
  30. Connecting water for all new renters
  31. Providing tenancy details to utility connections
  32. Process and add incoming invoices to Dropbox for trust accounts
  33. Process and direct trade invoices to Property Managers for approval and updating in software

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