Property Management Assistant

The Property Management Assistant serves as a key support partner to the Property Manager, providing administrative coordination and operational support to enhance the efficiency and effectiveness of the assigned property portfolio. This role is responsible for handling a wide range of administrative functions, including correspondence, scheduling, documentation management, reporting, and office coordination, while ensuring the confidentiality of sensitive and time-critical information. The ideal candidate is a highly organized, detail-oriented, and self-motivated professional with strong communication, typing, and Microsoft 365 skills. They possess the ability to follow through and manage a wide variety of situations and administrative challenges, while successfully handling multiple tasks simultaneously to completion with minimal supervision.

Key Responsibilities:

- Administrative Support
- Provide day-to-day administrative assistance to the Regional Property Manager and team members to effectively manage assigned properties and communities.
- Prepare, format, and maintain documents, reports, spreadsheets, presentations, letters, notices, rent rolls, forms, memoranda, and other correspondence as directed by the Regional Property Manager.
- Organize and maintain electronic and physical filing systems, ensuring all property files are organized and kept up to date.
- Assist with data entry, record keeping, document management, and timely processing of resident applications in accordance with company standards.
- Complete new and ongoing projects, objectives, special assignments, and other tasks as directed by the Regional Property Manager and Upper Management/Owners.
- Report back to the Regional Property Manager regarding the status, handling, and follow-through of property-related issues.

- Communication & Correspondence
- Manage email communications and respond to inquiries professionally and promptly.
- Respond to incoming calls and inquiries from residents, on-site managers, vendors, property owners, and other stakeholders as directed by the Regional Property Manager.
- Draft, proofread, and edit business correspondence, reports, and meeting notes.
- Serve as a point of contact for internal and external stakeholders.
- Coordinate information flow between teams and departments.

- Scheduling & Coordination
- Coordinate administrative activities and ensure assigned projects and objectives are completed on time.
- Manage calendars, schedule meetings, and coordinate appointments.
- Organize virtual and in-person meetings, including preparing agendas and meeting materials.
- Monitor deadlines and follow up on action items as needed.

- Microsoft 365 Administration
- Utilize Microsoft Outlook for calendar and email management.
- Create and maintain documents using Microsoft Word.
- Manage and analyze data using Microsoft Excel.
- Develop presentations using Microsoft PowerPoint.
- Support document sharing, version control, and file organization across Microsoft 365 platforms.

- General Office Support
- Maintain confidentiality of sensitive company, resident, property, and business information.
- Support process improvements and administrative efficiencies.
- Participate in required training programs and professional development activities.
- Direct, train, or provide guidance to other administrative staff as needed.
- Perform other administrative duties as assigned.

Requirements

Required Qualifications:

- At least 1–3 years of experience in an Administrative Assistant, Office Assistant, Executive Assistant, or similar support role.
- Prior experience in copywriting, or at least a high level of competency for letter writing, proofreading, creation of various items of print, etc.
- Advanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams, and SharePoint).
- General proficiency in basic mathematical functionality and ability to apply concepts such as fractions and percentages, to practical situations.
- Ability to manage and prioritize multiple tasks and projects with efficiency and accuracy with successful completion in a timely manner.
- Ability to read, analyze and interpret documents and to respond effectively to inquiries or complaints.
- Ability to define problems, collect data, establish facts, and draw valid conclusions.
- Excellent written and verbal English communication skills.
- Strong scheduling, coordination, and organizational abilities.
- Above-average typing speed and high level of accuracy.
- Proficient in business correspondence and professional email etiquette.
- Strong attention to detail and ability to maintain confidentiality.
- Strong problem-solving and interpersonal skills.
- Self-motivated, proactive, and able to work with minimal supervision.

Preferred Qualifications:

- Bachelor's degree in Business Administration, Office Administration, Communications, or a related field (equivalent work experience may be considered).
- Experience supporting multiple stakeholders in a professional office environment.
- Experience with calendar management for executives or leadership teams.
- Familiarity with project coordination and meeting management.
- Experience using collaboration and productivity tools within Microsoft 365 environments.

Benefits

- Free lunch meal, fruits, snacks, and drinks
- Onsite gym with a free professional instructor
- Weekly fitness activity and an annual fitness challenge where you can win up to 70,000 PHP
- Weekly engagement activities with prizes that are up to 3,000 PHP
- Free upskilling academy to improve your performance and skillset
- State-of-the-art facilities from toilets to your workstation
- Amenities such as sleeping quarters, game area, chat room, shower room