building administrator

3 days ago

Manila, National Capital Region, Philippines Luxor Prime Properties Full time ₱250,000 - ₱500,000 per year

Responsibilities (Duties shall include, but not be limited to):

Administration

  • Coordination, integration & implementation of all resources – human, financial, & material to ensure smooth and efficient operations
  • Planning, directing, budgeting, reporting & implementing to achieve objectives
  • Diligent rent collection, careful record keeping, attentive monitoring of income, expenses & budget variances, early action on lease renewals, and handling of legal & financial matters to generate maximum income
  • Anticipate tasks, estimate income and operating costs
  • Anticipate lease expirations, develop work schedules and efforts to assure that parts & supplies are available
  • Assist in preparing the annual operating budget & monitor the income stream and allocation of expenses on a monthly basis
  • Improve rent collections, reduce delinquency and loss, and shorten turnover times
  • Track daily receipts and expenditures & prepare weekly, monthly & quarterly reports
  • Prepare rental roll for each unit, delinquencies & vacancies
  • Monitor security deposits and deductions for repairs
  • Maintain up-to-date move-in & move-out conditions
  • Log maintenance & repair requests and their disposition
  • Maintain records of purchase orders for merchandise & service performed
  • Timely ordering & establishment of inventory controls

Financial & legal issues

  • Collecting rents, security deposit & other fees and safeguarding them
  • Implement & enforce collection policies
  • Monitor payment records and adjust security deposits when needed
  • Preparation of delinquency notices and eviction process
  • Knowledgeable in contracts, leases, applications, and status of each
  • Familiarity with fair housing laws, leasing and marketing, landlord-tenant laws, legal requirements for notification, housing codes, building & fire codes, environmental laws, eviction procedures and occupational safety procedures

Maintenance operations of the building, its facilities, machineries, and amenities

  • Good housekeeping practices
  • Periodically conduct maintenance surveys and safety audits to determine repair and renovation needs
  • Establish systems for service requests, scheduling of maintenance works, and supervision
  • Prompt response to service requests and follow up
  • Establishment of policies, procedures & inventory controls
  • Increase maintenance efficiency & reduce maintenance costs
  • Solve problems & determine priorities

Personnel management

  • Recruit, interview, hire employees
  • Conduct performance evaluations, promotions and terminations
  • Implementation of employment policies, maintenance of payroll records & compliance with relevant laws
  • Delegate responsibility, provide leadership & motivation, development of stable, goal oriented staffs

Resident relations, retention, and customer service

  • Establish good working relations & open communications w/ residents
  • Apply the policies of the building fairly, firmly & uniformly
  • Timely response to all requests

Leasing

  • Selection of residents, approval of leases and qualifying of lease renewals
  • Request & evaluate credit information & rental histories of applicants
  • Prepare, process & sign rental applications, leases, renewals, addenda and related documents
  • Organize records of all leases and related documents to monitor the expiration of leases and assure legal protection

Marketing

  • Prepare a market analysis of the area
  • Determine the factors which can affect the business
  • Maintain & increase the value of the property

Representation of the company

  • Coordination with local authorities (e.g. fire, police, city and barangay officials)
  • Government relations, regulations, licenses and concerns.

Total quality management

  • Commitment to continuous improvement
  • Improve the quality of service while controlling operating costs
  • Emphasis on quality at every step

Security & risk management

  • Analyze security risks and establish standard operating procedures
  • Train and prepare staff, guards and all residents
  • Conduct periodic safety drills

Other tasks that may be called for.

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