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 Php 70,000 - Weekly engagement activities with prizes that are up to Php 3,000 - 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