Administrative Assistant

Administrative Assistant
Location: Hybrid
Type: Full Time

We are looking for an Administrative Assistant who will be responsible for providing administrative support to ensure efficient operation of office.

If you are a master multi-tasker with excellent communication skills and an upbeat attitude, then this position is for you!

 

Roles and Responsibilities

  • Answers calls and receives complaints appropriately;
  • Handles reservations for function halls and for other amenities;
  • Prepares Summary Schedule of Reservations of Amenities;
  • Issues forms for necessary permits (working permit, gate pass, and others); 
  • Monitors and updates Turn-Over and Move-In Unit(s) / Parking Slot(s);
  • Monitors / updates / prepares Purchase Requisition Slip (PRS);
  • Monitors the Inventory of Office Supplies and Official Receipts (OR);
  • Labels file folders and file documents accurately;
  • Prepares Petty Cash replenishment;
  • Prepares Reminder Letters checked by Administrative Officer and approved by Property Manager (PM);
  • Updates Directories/Manuals;
  • Monitors Emails of Condominium Corporation;
  • Informs delinquent Unit Owners of outstanding balances through telephone call and e-mails
  • communication;
  • Receives payments from unit owners/tenants/others;
  • Issues Officials Receipts;
  • Turns over un-deposited collections to Accounting Assistant and/or PM;
  • Receives billing from suppliers and contractors;
  • Review attached documents on Request for Payment (RFP) for completion;
  • Logs RFP to Expense Logbook;
  • Forwards RFP to Property Manager then to Accounting Assistant;
  • Assists in the preparation of Condominium Corporation activities like Halloween, Christmas party, and others;
  • Assists in the preparation for the Monthly Board Meetings:
    • Calls Board Member to check availability;
    • Follows up minutes of previous meeting;
    • Confirms Schedules;
    • Prepares needed materials for meeting; and,
  • Performs other tasks as assigned by the Property Manager/Administrative Officer from time to time.

 

Requirements and Skills

  • Associate’s Degree in a related field.
  • Prior administrative experience.
  • Excellent computer skills, especially typing.
  • Attention to detail.
  • Desire to be proactive and create a positive experience for others.

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