Dedicated Support Administrator

2 days ago


Mandaue City, Central Visayas, Philippines beBeeAdmin Full time ₱550,000 - ₱800,000

Job Overview:

We are seeking a highly organized and detail-oriented Property Management Admin Assistant to join our team. The successful candidate will provide exceptional administrative support to our property management team, ensuring quality, timely service and maximizing client retention.

Key Responsibilities:

  • Maintain positive relationships with clients and escalate issues as required
  • Special projects as directed
  • Enter all maintenance requests into the system when reported and arrange in a timely manner any instructions obtained by the rental provider
  • Monitor outstanding jobs and quotes using the system
  • Add approved invoices to the online storage and send accounts to the rental provider if they exceed monthly rental
  • Arrange lease renewals according to instructions from the rental providers and ensure safety compliance has been arranged with contractors
  • Follow up of reminders and tasks in the software
  • Schedule routine inspections for property managers
  • Maintenance Schedule routine inspections for property managers
  • Diarise maintenance request from Renter
  • Advise Landlord and request instruction
  • Arrange tradesman if approved and complete maintenance
  • Check with Renter or Tradesman if work completed
  • Follow up any outstanding maintenance within five days
  • Approved invoices as per PM instructions
  • Rent Arrears Process
  • Follow up as instructed by PM (sms, emails)
  • Routine Inspections
  • Property Manager will monthly advise of the Routine Inspections to be booked for the following month & the days/times
  • Arrange inspections with Renter by forwarding letter 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 meetings and company meetings when invited
  • Follow company processes and use required checklists
  • Ensure emails are responded in a timely manner
  • Provide backup support to other staff if required
  • Lease renewal letters and updating the system
  • 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
  • Property Management Administration
  • Coordinate and prepare new client documentation and follow up of compliance documents
  • Entering new managements into the system including: property, renter, owner information and relevant information into the system/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 the system
  • Entering new creditors into the system and saving relevant docs to the system
  • Connecting water for all new renters
  • Providing tenancy details to Direct Connect for utility connections
  • Process and add incoming invoices to the online storage for trust accounts
  • Process and direct trade invoices to Property Managers for approval and updating in the system


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