Administrative Assistant

2 days ago

Quezon City, National Capital Region, Philippines Filinvest Group Full time $40,000 - $60,000 per year

The Administrative Assistant provides administrative support. He/she is in charge in receiving, safeguarding, and monitoring the collections by ensuring that all cash/checks collected are properly accounted for and deposited intact within the day or the next banking day at the latest. Duties involve handling daily collection, issuance of receipts (Official Receipt, Acknowledgement Receipt, Provisional Receipt), encoding of collection in the system and preparation of Daily Collection Report (DCR). Together with the Building Manager, he/she is also responsible in meeting the administrative concerns of the unit owners/homeowners.

I. HANDLE ADMINISTRATIVE REQUIREMENTS

  • Attend to all concerns received from the unit owners/homeowners/tenants and endorsed to the concerned personnel (e.g. Building Engineer, Building Manager, Accounting).
  • Process permits, IDs, and passes of the unit owners/homeowners/tenants.
  • Accept all communications and documents for the Property Management Office and routing the same to concerned personnel.
  • File and safekeep all records of the Property Management Office.
  • Prepare request for payment (RFP) to suppliers, contractors, utilities, government agencies, and others.
  • Act as coordinator of the day-to-day operation of Admin Office.
  • Assist the Billing and Collection in the SOA distribution, preparation, and the release of default notices/collection notices to unit owners.
  • Daily monitoring, validation of documents and endorsement of requests to BM / BE for approval
  • Receives and approves all request/s receive through the MyHome App.
  • Release payments to contractors and suppliers.
  • Immediately inform/report any incident related to tasks.

II. SAFEGUARDING OF CORPORATIONS/HOAS COLLECTIBLES

  • Accept payments from unit owners/homeowners/tenants and issue Official Receipts (OR) for revenue collections and Acknowledgement Receipts (AR) for non-revenue transactions.
  • Accept and issue manual Provisional Receipts (PR) for Post Dated Checks (PDCs).
  • Ensure that daily collections are deposited in the bank within the day of collection or the following banking day at the latest. Also, ensure that collections that are not deposited during the day shall be kept in a vault/cabinet with a lock and key.
  • Monitor Post Dated Checks (PDCs) and deposit dated checks on time.
  • Issue corresponding receipts for matured and cleared checks.
  • Prepare Daily Collection Report (DCR) and attach deposit slips for checking of the Building Manager.
  • Immediately inform/report any incidents related to tasks.

COMPETENCIES AND SKILLS REQUIRED:

  • Computer literate, proficient in MS Office Application (Word, Excel, Powerpoint, Outlook)
  • Good interpersonal communication skills
  • With knowledge in Basic Accounting
  • Customer Servicing
  • Preferablywith technical background in Property Management Field.

QUALIFICATIONS:

  • Preferably Bachelor of Science Major in Management, Accounting, and other Management-related courses
  • At least 1 year in Customer Service, Office Administration and/or Cashiering
  • Willing to work onsite at Quezon City.

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