Administrative Assistant

14 hours ago

Manila, National Capital Region, Philippines STAFF X Full time
About the Client

Our client is a well-established and highly regarded Australian real estate group, known for combining data-driven insights with a strong commitment to client service. The organization delivers a comprehensive range of property services and operates nationally, supported by modern technology platforms and structured operational processes.

With a strong reputation for consistency, professionalism, and innovation, the business places high value on operational excellence and a service-oriented culture, delivering long-term value to both clients and partners.

Position Summary

The Outsourced Administrative Assistant provides remote administrative and communication support to the property management team. This role is primarily focused on handling inbound and outbound phone calls, distributing emails, and maintaining accurate records within internal systems. The position operates strictly within defined procedures and does not involve decision-making or providing advice.

Success in this role is measured by the ability to manage all assigned calls and communications independently within the first few months while maintaining accuracy, professionalism, and compliance with internal processes.

The role reports directly to the Head of the Administration Team and works closely with onshore stakeholders.

Key Responsibilities

Phone Handling and Call Management

  • Answer inbound phone calls professionally on behalf of the company
  • Make outbound calls to landlords and tenants as instructed
  • Identify the purpose of calls and transfer them accurately to the appropriate onshore team member
  • Take clear, accurate messages and detailed call notes
  • Escalate urgent or complex matters in line with established guidelines

Email Communication

  • Distribute and respond to emails using approved templates and instructions
  • Communicate strata notices and general information accurately, without interpretation
  • Ensure all written communication is professional and aligned with company standards

Note-Taking and Record Management

  • Accurately record call details, key issues, and requested actions
  • Update internal systems, CRM platforms (including iRental), and spreadsheets using Google Workspace
  • Maintain organised and reliable records for internal reference

Landlord Communication

  • Contact landlords to collect feedback or confirm information as instructed
  • Record and summarise feedback objectively and accurately
  • Avoid providing advice, opinions, or commitments unless pre-approved

Compliance and Process Adherence

  • Follow all company procedures, scripts, and communication guidelines
  • Maintain strict confidentiality of client, landlord, and tenant information
  • Work within agreed service levels and response time expectations
Requirements
Skills and Experience
  • At least more than 3 years of previous experience in remote or outsourced administrative support is preferred
  • Strong English communication skills (verbal and written) are required
  • Professional phone manner with the ability to follow call scripts precisely
  • High accuracy in note-taking, documentation, and data entry
  • Comfortable working with CRM systems and digital tools (experience with iRental and Google Workspace is an advantage)
  • Ability to work independently while following clear instructions and structured processes

Nice to Have
  • Customer service experience in property management or service-driven environments
  • Mandarin language skills are highly regarded due to a large Chinese-speaking landlord base

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