ROLE SUMMARY

As an Administrative Assistant, you will provide administrative support to ensure the efficient operation of the assigned portfolio. You will communicate effectively with your respective supervisors and assist them in managing their portfolios. The assistant has a strong understanding of time management and prioritization skills. Most of the work performed will require the assistant to navigate proficiently through Yardi Voyager to complete deadline-driven tasks.

SCHEDULE: 8 AM – 5 PM Pacific Standard Time, follows Philippine Holidays

POSITION TYPE: Full Time

WORK ARRANGEMENT: Remote

ESSENTIAL FUNCTIONS

·       Manage deposit accounting procedure on weekly basis and ensure checks are mailed out per the security deposit accounting process

·       Communicate via phone, Outlook, and Microsoft Teams

·       Create and save documents via SharePoint

·       Analyze data and documents for validity and accuracy

·       Format and sort data using Microsoft Excel and Microsoft Word

·       Provide administrative support to regional property supervisors

·       Process confidential and time-sensitive material

·       Call city utility services to set up clean and shows

·       Assist with onboarding of new properties and new vendor setup

·       Order office supplies for property managers after obtaining Supervisor approval

·       Assist with offboarding and closing out properties

·       Collect and process rent payments mailed into the office

·       Provide coverage for absent manager

·       Set up Section 8 / HUD Residents in the system

·       Format financial cover letters per supervisor’s direction if applicable

·       Follow up with employees with missing timesheets

·       Forward incoming invoices to property manager and process upon request

·       Prepare monthly expense reports for the supervisor

·       File, type, copy, bind, and scan documents

·       Cover the reception desk when required

·       Maintain confidential and sensitive information per company policy to ensure privacy is secured

·       Communicate effectively with all levels of staff

·       Organize and schedule meetings and appointments as directed by the supervisor

·       Prepare notices such as rent increase and 30/60-day termination

·       Screen calls from residents, vendors, and managers

QUALIFICATIONS

·       High school graduate or any Bachelor’s degree in the related field

·       At least 2 years of experience as an Administrative Assistant

·       Experience in a multi-client environment

·       Proficient in Microsoft Word, Excel, Outlook, and SharePoint

·       Preferred to have a background in property management support

·       Has background in any internet-based phone system

·       Strong organization, oral and written communication skills

·       Analytical skills with particular attention to detail

·       Aptitude in data management, analytics, reporting preparation

·       Ability to function in an autonomous environment—independent worker, self-directed