Admin Manager

BE PART OF OUR GROWING TEAM

We are actively looking for PROPERTY ADMIN MANAGER for mandaluyong head office.

Key Responsibilities

Financial Management (30%)

Budget Management & Control

1. Prepares  and presents the Annual Operating Budget and Capex of the head office and the smaller properties for approval

2. Ensures timely billing of the rent, Common Used Service Area (CUSA), utilities, and other assessments of the property, according to the approved schedule

3. Monitors disbursement of funds and strictly adheres to approved budget

4. Monitors the month-to-month cashflow of the property and prepares a monthly summary of actual revenues and expenses for the month and the year and compare those with the approved budget.

5. Prepares and present  the monthly Financial and Operations Reports to the General Manager

Billing & Collection

1. Audits and reports monthly accounts receivable, aging of accounts to determine overdue accounts, and collection procedures. Recommends action plans to resolve issues and expedite collection.

2. Ensures collection of the rent, CUSA, utilities, and other assessments of the property

3. Creates standards of collection and penalties for all tenants for reference of operations and accounting.

4. Ensures that all collections are duly recorded and transmitted to CMC witin the agreed time

5. Monitors all tenant accounts (smaller properties) to ensure payments are up to date. Responds to internal and external queries in a timely manner and escalates issues as they arise.

6. Ensures timely distribution of SOA, collection of payment and BIR 2307 from tenants.

7. Coordinates with Treasury such that OR/AR are released on time.

Trade Payables

1. Ensures timely payment of trade payables and utility services with the agreed time.

Administrative (35%)

1. Defines Service Level Agreement for property management contracts and services.

2. Manages contracts with service providers and outside vendors and makes sure they are updated.

3. Responsible for ensuring that property management policies and procedures are set in place. Policies and procedures include, but are not limited to: Operations Manual, Fit-out guidelines, House Rules, Billing and Collection Schedule, Preventive Maintenance Plan, Emergency Response Plan, Emergency Purchase Procedure, etc.

4. Responsible for keeping a complete and updated Property Profile of all properties, that is but not limited to, all units, common areas, parking, etc.

5. Ensures that tenant files are properly maintained in all sites.

6. Responsible for enforcing House Rules and issuing Violation Tickets.

7. Sets standards for operational processes and strengthens them through periodic audits. Ensures provision of consistent quality standards through setting service level agreements.

8. Audits the administrative performance and system of all properties, endorse recommendations for consistency and ensures compliance for accepted practice for all sites.

9. Ensures that all government mandated requirements are renewed and secured on time such as business permits, equipment permits, taxes, other related to general property operations and workplace safety requirements.

10. Develops and maintains good working relationship with all relevant national and local government units, agencies and authorities.

11. Evaluates and nurtures vendor relations in order to enable administration and logistics support. Ensures accreditation of all vendors. coordinate with project leads, suppliers, vendors and service providers for timely and quality delivery of projects.

12. Negotiates and awards contracts with vendors and service providers.

13. Asset management - Responsible for asset tagging and monitoring of all company furniture, equipment, and other company assets

14. Asset Management-Ensures the assignment of company assets issued to all employees and properties are documented and stored in asset maagement system.

15. Manages the workload and ensures quality of work of the housekeeping personnel, messengesr and drivers.

Operations (Head Office and Other Projects) (25%)

1. Responsible for maintaining the aesthetic beauty of the property and ensures property is kept in good condition

2. Responds to tenant needs, ensuring that all concerns are resolved within the Service Level Agreement.

3. Ensures that services are provided in compliance with policies, procedures, regulations, and contractual obligations and standards.

4. Ensures periodic regular property inspection

5. Recommends alterations, maintenance, and reconditioning as necessary

6. Responsible for the proper implementation of the Solid waste management program/guidelines as set by TPI.

7. Acts as Chief Fire Marshall in the event of an evacuation of the property (HO) for fire, earthquake or bomb threats.

8. Bids, secures, and administers service agreements with vendors and suppliers, while achieving the best value for facility products and services.

9. Responsible for ensuring that all Tenant/Customer concerns in HO and smaller projects are addressed and responded to within the agreed TAT and concerns and solutions are discussed/submitted to the General Manager.

10. Establishes facility preparation, assessments, and recovery strategies, as part of business continuity programs during and after normal business hours.

11. Ensures that there are minimal findings in the Internal and Quality Audits and formulated corrective and preventive actions to address the nonconformance cited during said audits.

12. Develops and maintains tenants communication program and coordinates regularly with the tenants to ensure continued client satisfaction

High Performing and Engaged Team (10%)

1. Sets the direction in developing the team members' objectives; ensures that performance metrics are regularly monitored; provides regular feedback (positive & constructive) to team members on their performance to keep them engaged.

2. Mentors and guides the team members to navigate & address the business/ operational challenges & difficult situations to achieve the desired results.

3. Oversees and supervises technical services personnel, and assesses their performance.

4. Identifies the competency gaps and provides the appropriate development solutions to continously upskill the  team members.

Qualifications:

Educational Background:

l Bachelor's degree in Business Administration, Property Management, Real Estate, or a related field

l Certifications in property management (e.g., CPM, RPA) or office administration are an advantage

Work Experience:

l Minimum of 3–5 years of experience in administrative roles within a property management or real estate setting

l At least 2 years of experience in a supervisory or managerial position

Technical Skills:

l Knowledge of lease agreements, contract management, tenant coordination, and maintenance scheduling

l Familiar with real estate compliance, documentation, and reporting standards

l Administrative & Organizational Skills:

l Excellent organizational and time-management skills

l Ability to maintain accurate records, files, and reports

l Skilled in handling correspondence, budgeting, procurement, and property documentation

Interpersonal & Leadership Skills:

l Strong leadership and team coordination abilities

l Customer service-oriented and capable of managing tenant concerns efficiently

Other Requirements:

l High attention to detail and ability to work under pressure

l Strong analytical and problem-solving abilities

l Willingness to occasionally visit properties or handle on-site concerns if needed