Admin Assistant

Financial Management - 20% of your time

1. Ensures timely billing of the rent, CUSA, utilities, and other assessments of the property, according to the schedule approved by the General Manager.
2. Ensures that all SOA (utilities, rental and CUSA) are submitted to Accounting within the agreed timeline.
3. Ensures that SOA from Accounting are given to tenants within the agreed timeline.
4. Ensures that all collections are duly recorded and transmitted to CMC within the agreed timeline.
5. Monitors and ensures timely payments of trade payables and utilities from preparation of Request Issuance of Check (RIC), signature of PM and GM, submission to Accounting and inform service providers if check is already available.
6. Prepares petty cash liquidation weekly for signature of Property Manager.
7. Closely monitors disbursement of funds and strictly adheres to approved budget.
8. Prepares monthly reports of expenses and submits to Property Manager.

Quality of Property 20% of your time

1. Ensures orderliness and cleanliness of the office and coordinates with the housekeeping and maintenance crew in office upkeeping.
2. Monitors daily the schedule and tasks of housekeeping.
3. Assists the Property Manager in ensuring that house rules and solid waste guidelines of property are strictly followed by tenants.
4. Assists the Property Manager in ensuring that the garbage is segregated, disposed daily and on schedule; and that the pest control service is completed as scheduled.
5. Prepares non-compliance memo for signature of Property Manager to tenants who violated House Rules and ensures issues and concerns are closed.
6. Submits a violation monthly report of our tenants/workers to the Property Manager for possible charges on the statement of account of clients/contractors.

Administrative 40% of your time

1. Monitors the renewal of required licenses, permits, contracts and other documents and provides a monthly monitoring report to the Property Manager.
2. Responsible for keeping a complete and updated Tenant and Property Profile of respective property, that is but not limited to, all units, common areas, parking, etc.
3. Ensures that utilities are disconnected for delinquent tenants on the 25th of the billed month.
4. Assists the Property Manager in preparation of Financial and Operations Reports ensuring reports are submitted monthly, every first Monday of the next month.
5. Monitors, liquidates, replenishes and assist Property Manager in preparation of budget documentation and justifications for operating budgets and petty cash.
6. Monitors the issuance of parking stickers/tickets and use of common facilities and ensures proper accounting and reporting of proceeds.
7. Acts as the reception for the unit to receive official documents, memoranda and other important mails and assesses the various needs and purposes of visitors and directs them to the proper personnel in order to address their concerns
8. Assist the Property Manager in safekeeping and maintaining of confidential and important documents (hard and soft copy) and assets of the department.
9. Prepares transmittal for receiving and outgoing documents, item and letters, and ensures that requests, bills, forms and payments are forwarded to concerned departments with proper documentation.
10. Responsible for monitoring, ordering, receiving and safekeeping of the supplies and assets of the PMO office, conference, pantry and common area.
11. Conducts an orientation on PMO policies and procedures to residents, tenants and employees.
12. Assists in distribution to tenants of the emergency procedures and implementation including over viewing, evacuation and fire drill.
13. Maintains directory of key clients, tenants, suppliers, contractors, and contacts.
14. Assists the Property Manager in preparation of reports and presentation deck to Top Management.

Customer Satisfaction 20% of your time

1. Assists the Property Manager in ensuring that all Tenant Concerns are responded to within 24 hours.
2. Handles PMO inquiries and ensures all inquiries are encoded in the system/excel file for reference.
3. Assists the Property Manager in handling PMO complaints and directs them to proper person responsible in order to address needs and concerns.
4. Ensures that a summary of the Tenant Concerns is submitted to the Property Manager weekly.