Admin Assistant

Dhondup Holdings Inc – A holding company investing for profit in projects that add value to communities.

Dear Applicant

Thank you for your interest in the position.

Please note that this role requires on-site attendance from Monday to Friday at our office located at the 2nd Floor, Elements Building @ Quezon Avenue, #560 Quezon Avenue, Barangay Tatalon, Quezon City (directly across from Sto. Domingo Church). While work-from-home arrangements are allowed on Saturdays, you may occasionally be required to report to the office, depending on operational needs.

This is a permanent position with the potential for regularization following a favorable performance review. We are looking for someone who is trainable, reliable, and capable of effectively handling the responsibilities of the role.

Applicants with work experience in other industries or profession are welcome to apply.

I. Administrative Support:

a) Assist the Admin/ Property Manager with daily administrative tasks.

b) Answer and direct phone calls, emails, and other correspondence.

c) Maintain organized filing systems, both electronic and physical.

d) Prepare and distribute communications such as memos, emails, and reports.

e) Schedule and coordinate meetings, appointments, and travel arrangements.

f) Process annual renewal of business permits, payment of RPT, etc.

g) Perform other tasks as may be assigned by immediate Supervisor

II. Leasing/Tenant Relations

a) Serve as the primary point of contact for current and prospective tenants

b) In-charge of property viewings.

c) Communicate with tenant applicants regarding approval or denial decisions.

d) Follow up required deposits and documentary requirements from new Tenants.

e) Schedule contract signing of

f) Follow up and receive design, plans and other submissions from new Tenants.

g) Coordinate technical meeting between tenant and consultants.

h) Coordinate and monitor status of renovation works.

i) Coordinate inspection schedule between Tenant, maintenance team and our consultants.

j) Conduct move-in and move-out inspections and document findings.

k) Monitor and ensure that all documentary requirements from tenants are submitted.

m) Distribute billing and memo to tenants.

n) Receive and respond to tenant requests and concerns promptly and professionally.

o) Raise up tenant requests, complaints and complaints for the Management's decision and approval.

p) Communicate maintenance schedules and activities to tenants to minimize disruptions.

III. Tenant and Leasing Management:

a) Assist in the preparation and processing of lease agreements and renewals.

b) Maintain accurate and up-to-date tenant files and records.

c) Track and manage lease expirations and renewals, sending reminders as needed.

d) Collect/ receive Tenant's checks and payments for turn-over to Accounting/ Treasury.

e) Monitor and maintain records of Tenant's financial transactions and prepare reports as required.

IV. Property Management Support:

a) Conduct regular inspections of properties to identify maintenance needs and safety concerns.

b) Ensure compliance with health, safety, and building regulations.

c) Ensure that all valid permits and certificates are posted and well kept.

d) Ensure that property logbooks are complete, updated and organized.

e) Instruct housekeeping and security personnel on matters related to the maintenance and safety concerns of the properties.

f) Document and report findings from inspections to the Operations Manager.

g) Assist in the coordination of property maintenance and repairs.

h) Communicate with vendors and contractors to schedule services

j) Monitor and report on property management activities, including maintenance requests and work orders.

k) Help ensure compliance with property management policies and procedures.

V. Marketing and Leasing:

a) Support leasing activities, including preparation of marketing materials and listing of properties.

b) Coordinate and participate in property showings.

c) Assist with tenant screening and background checks.

d) Update and maintain property listings on various platforms.

VI. Customer Service:

a) Provide exceptional customer service to tenants and vendors.

b) Address and resolve tenant complaints and issues in a timely manner.

c) Foster positive relationships with all stakeholders to enhance tenant satisfaction and retention.

VII. Emergency Response:

a) Coordinate with emergency services as needed.

b) Provide support during emergency situations to ensure the safety of tenants and property.

Job Type: Full-time

Pay: From Php25,000.00 per month

Benefits:

• Flexible schedule
• Free parking
• Health insurance
• On-site parking
• Opportunities for promotion
• Paid toll fees
• Paid training
• Pay raise
• Promotion to permanent employee

Work Location: In person