Technical Services Virtual Assistant

13 hours ago

Cebu City, Central Visayas, Philippines Admin 24 Seven Full time A$60,000 - A$80,000 per year

Administrative Officer – Technical Services Department
We are seeking a proactive and detail-oriented Administrative Officer to support our Australian Real Estate - Technical Services Department. This role provides vital administrative support to ensure smooth operations across a range of technical, property, and facilities management functions.

Key Responsibilities:

  • Process and lodge department invoices, including AFSS, plant item registration, strata, and project-related charges.

  • Manage rechargeable tasks such as overtime and chargeback invoices.

  • Coordinate monthly FM meetings, including agenda preparation and minute-taking.

  • Handle AFSS invoicing for SHP, including management fees and council-related charges.

  • Maintain department annual leave planning and register.

  • Support invoice processing for key properties (e.g., 12 Mount & 97 PH).

  • Oversee plant item registrations with SafeWork NSW, ensuring approximately 40 items are accurately lodged and certificates provided to Facility Managers.

  • Prepare monthly department invoicing for Strata and Event Cinemas.

  • Assist the Director of Technical Services with invoicing and ad hoc administrative tasks.

  • Monitor the Engineering inbox and ensure timely follow-up.

  • Manage the myBuildings system, providing support, training, onboarding, and coordination with PMs, FMs, Finance, and Real Trust.

  • Administer the CM3 system and support vendor onboarding in coordination with FMs and PMs.

  • Manage MRI vendor onboarding and handle related queries and disbursement issues.

  • Provide occasional support to the Tenant Help Desk Coordinator and assist with myBuildings tasks.

  • Maintain and update Site Specific Manuals (SSMs) quarterly with FMs and PMs.

  • Liaise with external providers (e.g., myBuildings, CM3, AESC) as needed.

  • Maintain up-to-date registers and contract lists for the team.

  • Organise department uniforms for all Facility Managers.

Requirements:

  • Proven experience in Australian real estate administration for facilities or technical services.

  • Experience with property systems like myBuildings, CM3, and MRI.

  • Excellent verbal and written English communication skills.

  • Strong attention to detail and organisational skills.

  • Ability to work independently and support a team environment.

Work Setup and Other Benefits:

  • Work on Site – Full time

  • Fixed Dayshift Schedule

  • Fixed Weekends Off

  • Free Morning Snacks

  • Additional Paid Leave

  • Great pay plus additional incentives and benefits

  • Salary increase after review on work anniversary

  • HMO and Government Benefits

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