Admin Assistant

ADMIN ASSISTANT

DUTIES AND RESPONSIBILITIES:

• Prepares Request for Check Payments for Contractors, utilities and other payables.
• Perform administrative support tasks (e.g. answering, receiving phone calls and taking messages, copying, faxing, etc) and provide assistance to the Property Manager and tenants/clients/residents.
• Review and evaluate monthly activities and charges of the following; (1)security services, (2) janitorial services, (3) water and sewer charges, (4) pest management, (5) waste management, (6) Power and water consumption, (7) parking,

• Administer documentation with Accounting Department for payments and charges, Purchasing Department for procurement of supplies on sanitation and housekeeping, and external vendors for services and supplies.
• Handle, monitor, liquidate, replenish and develop budget documentation and justifications for operating budgets and petty cash.
• Monitor the issuance of parking stickers and use of common facilities, and ensure proper accounting and reporting of proceeds
• Act as the reception for the unit to receive official documents, memoranda and other important mails and assess the various needs and purposes of visitors and direct them to the proper personnel in order to address their concerns.
• Maintain and safe keep confidential and important documents (hard and soft copy) and assets of the department.
• Make transmittal for receiving and outgoing documents, item and letters, and ensure that requests, bills, forms and payments are forwarded to concerned departments and documented.
• Manage and supervise the use of common areas, elevators, parking arrangements, conference room, social hall and other building space for meetings and events.
• In charge of the supplies and assets of PMO office, conference, pantry and common area.
• Check stock to determine inventory level and anticipate needed supplies;
• Expedite orders for supplies and verify receipt of supplies.
• Handles PMO inquiries, complaints and direct them to the proper personnel in order to address needs and concerns.
• Conduct an orientation on PMO policies and procedure to residents, tenants and employees.
• Assist with the production and implementation of all emergency procedures at the property including over viewing, evacuation and fire drills.
• Maintain directory of key clients, tenants, suppliers, contractors, and contacts.
• Monitor the renewal of required licenses, permits, contracts and other documents.
• Ensure orderliness and cleanliness of the office and coordinates with the housekeeping and maintenance crew in office upkeeping.
• Submit reports when required.

• Ensure on-time releasing of SOAs and complete records of payments/collections.
• Timely submission of collection report.

EDUCATION AND COMPETENCIES REQUIREMENTS:

• Bachelor’s/ College Degree in any 4 – year course with two years experience in Office Administration.
• Must have organizational and time management skills with ability to establish priorities and coordinate and complete tasks within established timeframes.
• Ability to maintain records and files for easy access and retrieval.
• Proficient in MS Office applications and business management system
• With excellent interpersonal skills and can deal with all levels in the organization
• Good written and verbal communication skills, with excellent customer-service skills
• Ability to work well independently as well as part of a team
• Professional appearance, demeanor, discretion and attitude.