Administrative Assistant - Makati

Colliers Philippines Tenant Representation | Office Services Team

ADMINISTRATIVE ASSISTANT

Overview: The Admin Assistant plays a key operational support role, ensuring the team runs efficiently through effective coordination, documentation, and back-end support.

Core Functions & Responsibilities:

• Invoicing & Billing Support
• Prepares and issues invoices for closed transactions
• Coordinates with Finance for processing and documentation
• Maintains updated invoice tracker
• Accounts Receivable Monitoring
• Tracks unpaid invoices and follows up with clients
• Prepares monthly AR summary reports
• Liaises with Finance for collections and reconciliations
• Document & Database Management
• Maintains contract files and compliance documents
• Updates lease database with key deal information and contract milestones
• Internal Coordination & Team Support
• Leads day-to-day team coordination
• Acts as point-of-contact in absence of the Team Lead/Head
• Assists in onboarding and administrative training of new hires
• Coordinates internal team meetings and recordkeeping
• Tracks internal referrals and deal pipeline
• Compliance and Reporting
• Prepares and submits monthly internal performance reports (e.g., commissions)
• Additional Tasks
• Orders and monitors inventory of office supplies
• Assists in logistics for internal and client-facing events
• Supports preparation of lease abstracts and documentation kits
• Manages Team’s Petty Cash
• Process checks requests and liquidations