Administrative and Cashier Assoicate-The Levels

Job Summary

The Administrative Assistant/Cashier provides administrative and cashiering support. He/She is responsible for receiving, safeguarding, and monitoring collections, ensuring that all cash and checks collected are properly accounted for and deposited intact within the same day or, at the latest, the next banking day. Duties include handling daily collections, issuing receipts (Official Receipt, Acknowledgement Receipt, and Provisional Receipt), encoding collections into the system, and preparing the Daily Collection Report (DCR). In coordination with the Property Manager, he/she also assists in addressing the administrative concerns of unit owners and homeowners.

Duties and Responsibilities

KEY ACCOUNTABILITY 1: HANDLING ADMINISTRATIVE REQUIREMENTS

Attend to all concerns raised by unit owners, homeowners, and tenants, and properly endorse these to the concerned personnel (e.g., Property Engineer, Property Manager, Accounting). Process permits, identification cards, and passes of unit owners, homeowners, and tenants. Receive, record, and properly route all communications and documents for the Property Management Office to the appropriate personnel. File, organize, and safeguard all Property Management Office records and documents. Prepare Requests for Payment (RFPs) for suppliers, contractors, utility providers, government agencies, and other service providers. Act as coordinator for the day-to-day operations of the Administrative Office. Assist the Billing and Collection team in the preparation, distribution, and release of Statements of Account (SOA), default notices, and collection notices to unit owners. Conduct daily monitoring, validation of documents, and endorsement of requests to the Building Manager (BM) or Building Engineer (BE) for approval. Receive and process all requests submitted through the MyHome App. Facilitate the release of payments to contractors and suppliers. Immediately report any incidents or irregularities related to assigned tasks.

KEY ACCOUNTABILITY 2: SAFEGUARDING OF CORPORATION / HOA COLLECTIBLES

Receive payments from unit owners, homeowners, and tenants, and issue Official Receipts (OR) for revenue transactions and Acknowledgment Receipts (AR) for non-revenue transactions. Accept post-dated checks (PDCs) and issue manual Provisional Receipts (PR) accordingly. Ensure that all daily collections are deposited in the bank within the same day of collection or, at the latest, on the next banking day. Secure collections that are not deposited within the day in a locked vault or cabinet. Monitor post-dated checks and ensure timely deposit of dated checks. Issue corresponding receipts for checks that have matured and cleared. Prepare the Daily Collection Report (DCR) and attach corresponding deposit slips for verification by the Property Manager. Immediately report any incidents or discrepancies related to collection and custodianship of funds.

IF THE ACCOUNTING SYSTEM IS DEPLOYED ON SITE

Encode all collections received into the accounting system and print the corresponding official receipts. Upon review and approval by the Property Manager, forward the Daily Collection Report (DCR) to the Accounting Assistant – Accounts Receivable (AR) on site for deposit validation.

IF THE ACCOUNTING SYSTEM IS NOT DEPLOYED ON SITE

Issue official receipts manually for all collections received. Upon review and approval of the Property Manager and Area Manager, submit the Daily Collection Report (DCR), together with copies of official receipts and deposit slips, to the Accounting Assistant – Accounts Receivable (AR) at the Head Office.

FINANCIAL RESPONSIBILITIES

Manage existing clients to help maintain and achieve financial stability. Ensure the overall financial health and fiscal responsibility of the Condominium Corporation / Homeowners Association. Ensure that project operations are maintained within at least 95% of the approved budget. Achieve target collection of at least 50% of previous years' accounts receivable (AR). Attain a minimum 85% collection efficiency for association dues from Condominium Corporation / Homeowners Association members, including unit owners, homeowners, and developer affiliates. Ensure that 100% of Statements of Account (SOA) and notices are issued and distributed on time. Ensure that all collections are properly accounted for before and after bank deposit, with thorough checking and timely daily submission of the Daily Collection Report (DCR). Ensure timely receipting of all collections received for the day, including email confirmations, deposit slips, GCash, APM, and other payment channels.

OPERATIONAL EFFICIENCY

Ensure that the project is fully prepared for conveyance by: Transferring all utilities and billing accounts under the name of the Condominium Corporation / Homeowners Association. Maintaining readily available documents required for conveyance, including Minutes of Meetings (MOM), Board Resolutions, GIS, COC, COCAFA, COA, as-built drawings, equipment manuals, warranty certificates, financial records, permits, and licenses. Ensuring that owners' and residents' 201 files are updated and available on site, especially for occupied units. Maintaining an updated master list of unit owners, homeowners, and tenants. Ensure the timely conduct of the Annual General Membership Meeting (AGMM), whether virtual or face-to-face, with strong attendance. Support and implement innovations such as cashless and paperless transactions, automatic payment systems, payment machines, and PM application implementation. Ensure compliance with ProExcel standards for turnover of new projects or buildings to the Property Management Team. Ensure that all administrative documents are properly filed in both soft and hard copies, including memos, board documents, circulars, financial records, correspondence, permits and licenses, and as-built plans. Ensure proper routing, logging, and monitoring of documents. Ensure effective monitoring and control of the purchasing process. Ensure there are no major internal audit findings from the Compliance and Risk Department.

COMMUNITY RELATIONS

Conduct regular community events and ensure full implementation of approved community activities for the year. Ensure the quarterly release of e-newsletters to update residents on project activities, developments, and improvements. Maintain consistent and timely communication with residents, ensuring that all scheduled and unscheduled PMO activities are properly circularized. Address customer complaints promptly and effectively. Ensure that all Customer Service Unit (CSU) tickets are attended to within the prescribed Turnaround Time (TAT). Foster positive feedback from unit owners, homeowners, and residents.

BOARD RELATIONS

Meet the expectations of the Board of Trustees and/or Developer in the delivery of Property Management Services. Maintain a positive performance rating and professional relationship with the Board.

TEAM MANAGEMENT

Ensure consistent and complete team presence on site, maintaining at least 95% attendance, with minimal to zero instances of tardiness or unscheduled leaves. Ensure compliance with OurLink Daily Time Record (DTR) policies and requirements.

- Ensure 100% participation of personnel in all company-initiated activities.
- Promote continuous learning by ensuring personnel complete at least 40 hours of training annually, consisting of 20 hours of e-learning (e.g., LinkedIn Learning) and 20 hours of internal or external training.
- Ensure that all personnel are well-informed and updated on company policies, House Rules, violations, MDDR/DOR provisions, guidelines, and any revisions or updates thereto.
- Ensure proper filing, labeling, monitoring, and safekeeping of all documents, records, files, plans, manuals, and related materials.
- Maintain zero occurrence of the use of obsolete or unofficial forms.
- Ensure that all personnel are well-versed in and familiar with Basic Standard Operating Procedures (SOPs) and Emergency Response Team (ERT) protocols.
- Ensure that all required attachments and supporting documents for Requests for Payment (RFPs), Contracts/Agreements (CA), Job Orders, and similar transactions are complete and properly submitted.
- Ensure the complete and timely submission of monthly reports to the Operations Administrator (OA), Property Manager, Area Manager (AM), and Head Office (HO).
- Ensure attendance and active participation in monthly Emergency Response Team (ERT) drills and building emergency drills, conducted at least twice per month.
- Ensure regular attendance and participation in weekly Toolbox Meetings.

Technical Competencies and Skills

Computer literate, proficient in MS Office Application (Word, Excel, Powerpoint

Education, Trainings and Licenses Required

Bachelor of Science Major in Management, Accounting