Office Administrator

23 hours ago

Cebu City, Central Visayas, Philippines HGS Offshore Staffing Solutions Full time ₱300,000 - ₱450,000 per year

Overview:

We are seeking a detail-oriented and proactive Virtual Assistant to support our property management team with compliance tracking, financial audits, and reporting accuracy. The ideal candidate will have experience in property or administrative roles, with strong attention to detail and organizational skills.

Key Responsibilities:

Rates & Utilities Auditing:


• Review and audit records of paid water, council, and strata rates to ensure accuracy and completeness.


• Flag and report any inconsistencies or missing payments.

Compliance Processing:


• Track and assist with fire safety and pool compliance certifications for both residential and commercial properties.


• Follow up on expiry dates and ensure updated certificates are received and filed.

General Account Auditing:


• Cross-check transactions in the general account to ensure each has a matching receipt or invoice.


• Report any unmatched or unclear entries for clarification.

Fire Safety Audits:


• Review fire safety documentation for residential and commercial properties to ensure compliance with local regulations.


• Maintain an updated log of all current and expired certificates.

Invoice Verification:


• Double-check invoices entered into the system for mid-month and end-of-month processing at least 3–5 days prior to mid and end of month.


• Ensure all data entries are accurate, categorized correctly, and supported by correct invoice

Routine Inspection Review:


• Review routine property inspection reports and ensure they accurately reflect the photos taken before these are sent to landlords.


• Flag any discrepancies between written notes and photographic evidence. Rental Checklist Processing for Existing Properties:


• Review and process the rental checklist for older or existing properties to ensure all required documentation is up to date.


• Confirm that: o All relevant documents (management agreements, leases, condition reports, etc.) are saved in the system.

Invoices are redirected to the correct billing address (office or landlord as required). Compliance certificates (e.g. smoke alarms, pool, fire safety) are active and current or clearly noted if not required or pending.

Tools/Software (Preferred): Property management software- PropertyTree, Inspection Manager Xero WhatsAp

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