Estate Administrator

Job Summary

The Estate Administrator is responsible for the effective management and administration of the estate, covering all operational, financial, and legal aspects. The role ensures that estate services such as security, housekeeping, engineering, and tenant support are delivered at the highest standards while maintaining compliance with company policies and government regulations. The Estate Administrator also manages relationships with tenants/locators, contractors, and government agencies, ensuring that the estate remains safe, functional, and financially sustainable.

Key Responsibilities

Estate Management

• Direct and oversee all aspects of property management including
  Security, Housekeeping, Accounting, PMO/EMO, and Engineering
  .
• Manage relationships with locators, administer parking lease agreements, and ensure proper collection of daily pay parking payments.
• Coordinate with local government agencies, contractors, suppliers, and service providers to support estate operations.
• Conduct at least
  four (4) board meetings annually
  , ensuring timely preparation of reports, presentations, and documentation.
• Supervise preventive maintenance programs, housekeeping schedules, and security protocols to maintain a safe and orderly environment.
• Ensure effective tenant/resident engagement by responding to inquiries, addressing concerns, and enforcing estate rules and regulations.

Financial Management

• Prepare and recommend the
  annual operating budget
  , ensuring alignment with company goals.
• Monitor expenses, revenues, and collections to ensure operations are within the approved budget.
• Coordinate with Finance and Accounting for billing, statement of accounts, and reconciliation of collections.
• Evaluate service provider contracts and costs, ensuring cost efficiency without compromising quality.

Legal and Regulatory Compliance

• Ensure strict compliance with all regulatory permits and requirements, including but not limited to:
• Local Government Unit (LGU)
• Department of Environment and Natural Resources (DENR)
• Laguna Lake Development Authority (LLDA)
• Department of Energy (DOE)
• Bureau of Fire Protection (BFP)
• Maintain updated documentation of all permits, licenses, and certifications related to estate operations.
• Monitor compliance with occupational health and safety standards, fire and environmental regulations, and energy-related requirements.

Tenant and Stakeholder Relations

• Act as the main point of contact for tenants/residents regarding concerns, contracts, and estate-related matters.
• Facilitate smooth onboarding of new tenants/residents and assist in lease administration.
• Build strong relationships with the homeowners'/locators' association and other stakeholders.

Qualifications

• Bachelor's degree in Business Administration, Real Estate Management, Property/Facilities Management, or related field.
• Minimum of
  3–5 years of experience
  in property or estate management, preferably in residential, commercial, or mixed-use developments.
• Strong knowledge of property management operations, government regulations, and estate administration.
• Experience in budget preparation, contract management, and stakeholder engagement.
• Excellent leadership, organizational, and communication skills.
• Proficient in MS Office applications; knowledge of property management systems is an advantage.

Key Competencies

• Leadership & Oversight
  – ability to manage multi-disciplinary teams and service providers.
• Financial Acumen
  – strong budget planning, monitoring, and cost management skills.
• Regulatory Knowledge
  – familiarity with government permits and compliance requirements.
• Customer Service Orientation
  – ability to handle tenants and locators professionally.
• Problem-Solving & Decision-Making
  – proactive in resolving operational and compliance issues.