Admin Assistant and Cashier

The Administrative Assistant/Cashier provides administrative and cashiering 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.

DESCRIPTION OF FUNCTIONS KEY ACCOUNTABILITY

1: HANDLE ADMINISTRATIVE REQUIREMENTS

• Attend to all concerns received from the unit owners/homeowners/tenants and endorsed to the concerned personnel (e.g. Property Engineer, Property 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.

2: 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 Property Manager.
• Immediately inform/report any incidents related to tasks.

If the Accounting System is deployed at site:

• Encode the collections received and print the corresponding receipts.
• Upon review and approval of the Property Manager, forward the DCR to Accounting Assistant - AR on site for deposit validation.

If the Accounting System is not deployed at site:

• Issue receipts manually for collections received.
• Upon review and approval of the Property Manager and Area Manager, submit the DCR together with the copies of receipts and deposit slips to Accounting Assistant - AR at Head Office.

Financial

• Manage Existing Clients to Attain Financial Stability.
• Ensure Financial Health of the Condominium Corp/Homeowners Association Fiscal Responsibility.
• Ensure project operates within 95% of the approved budget. Meet target collection of previous years AR at least 50% collection.
• Meet target collection efficiency of at least 85% for the association dues from Condominium Corporation/Homeowners Association members (unit owners/homeowners and developer/affiliates).
• Ensure all 100% Statement of Accounts and Notices are sent on time.
• Ensure that collections are properly accounted for before and after deposit.
• Ensure thorough checking and on-time/daily submission of Daily Collection Report
• Ensure timely receipting of allcollections received for the day (email, deposit slip, GCash, APM, etc.).

Operational Efficiency

• To ensure that the project is ready for conveyance:

• Transfer of all utilities/billings are under Condo Corp/Homeowners Association name.

• Documents needed for conveyance are readily available (MOM, Board Resolutions, GIS, COC, COCAFA, COA, As-Built Drawings, Equipment Manuals, Warranty Certificates, Financial Records, Permits & Licenses).
• Owners/Residents 201 file folders are updated and available on site, especially for occupied units.
• Masterlist of unit owners/homeowners/tenants are updated.
• Ensure holding of timely and well-attended AGMM (virtual or face-to-face).
• Ensure implementation of the innovations (cashless & paperless transactions, Automatic Payment Machine, PM App Implementation).
• Ensure compliance with required ProExcel standards for Turn-over of New Projects/Building to Property Management Team.
• Ensure all admin documents have file soft/hard copy (Memos, Board documents, circular, financial documents, correspondences, permits & licenses, As-built plans).
• Ensure all documents are routed on time and properly logged and monitored. Ensure proper monitoring of Purchasing Process.
• Ensure no major internal audit findings by Compliance and Risk Department.

Community Relations

• Conduct regular Community Events and ensure 100% implementation of approved community activities for the year.
• Ensure Quarterly release of e-newsletter to update the community of the activities and improvements of each project.
• Consistent with the communication to residents.
• All scheduled and unscheduled PMO activities are circularized.
• To address customer complaints effectively in a timely manner.
• All Customer Service Unit (CSU) tickets are attended to within TAТ.
• Positive feedback/s from unit owners/homeowners/residents.

Board Relations

• Meet expectations of BOT / Developer in the conduct of Property Management Services. Positive rating from the Board.

Team Management

• Always ensure complete team presence on site (95% of the time; minimal to zero occurrence of tardiness / unscheduled leaves).
• OurLink DTR compliance.
• 100% participation of personnel during company-initiated activities.
• Continuing Training. Attended 40 hours training for the entire year (20 hours E-Learning via LinkedIn and 20 hours Internal or External Training).
• To ensure that personnel are well informed of policies, House Rules, Violations, MDDR/DOR provisions, guidelines and any updates/ revisions to these processes and guidelines at all times.
• Ensure proper filing, labeling, and monitoring of documents, files, plans, manuals, etc. Zero occurrence of the use of obsolete / unofficial forms.
• To ensure all personnel are well versed / familiar with Basic SOPs and ERT protocols.
• Ensure all attachments/required documents in processing RFPS, CA, Job Orders, etc. are complete. Complete and timely submission of monthly reports to OA/Property Manager/AM/OH.
• Attendance/participation in the conduct of monthly 2x ERT Drills/Building Emergency Drills. Regular attendance to Weekly Toolbox Meeting.

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