Admin Assistant

SUMMARYThe Administrative Assistant is responsible for all administrative-related functions; with a thorough understanding of all clerical processes and is accountable for the admin team's guidance in following and adhering to established process.

RESPONSIBILITIES

• Manage and maintain timely communications and compliance whilst providing an exceptional customer experience.

• Operate in compliance with all legislative requirements and Smarter Communities policies and procedures.

• Issuing quote requests o Within 8 business hours of request (often from Community Manager)

• Follow-up and reminders to ensure that contractors meet their tiered Service Level Agreements “SLAs”

• Review quote response for accuracy, quality cost o Provide quotes in a timely manner to Community Manager

• Issuing work orders

• Communicate with on-site contact / customer in a professional and timely manner (and share job tracking functionality)

• Communicate with contractors in a professional and timely manner

• Follow-up and reminders so that contractors meet their tiered SLAs

• Repeating work

• Action update periodic works as per the Customer / Community Manager instruction

• Keep all parties updated (as per work order process)

• Other duties as assigned, o Action calls / emails in a timely manner o Build relationships with contractors

• Establish knowledge of contractor network buildings

• Keeping building information always updated

• Arranging Annual ESM Inspections notify Managers of any defects

• Arranging compliance reports such as OHS Asbestos

• Knowledge of Building Defects Process tracking of same

QUALIFICATION

• At least 2 years of experience in property management or real estate industry

• Customer service skills

• Previous experience in strata industry highly desired

• Property maintenance experience

• Can read plans of subdivisions

• Analytical skills

• Competent in Microsoft Applications i.e. Word; Excel etc.

• Strong written, verbal and interpersonal skills

• High level of accuracy and attention to detail

• Ability to liaise with a variety of people

• Ability to work under pressure and according to deadlines

• Ability to quickly grasp new processes and procedures

We are HGS Offshore Staffing Solutions, a premier global partner in building offshore teams in the Philippines, with over 1,500 professionals across Metro Manila and Cebu.

Our goal is to ignite global potential by connecting exceptional talent with companies worldwide. We are committed to propelling your career forward by providing opportunities for growth, where your expertise can flourish in any field. Here, you'll have access to global industries, continuous training opportunities, and a culture where your voice always matters.

At HGS, we go beyond recruiting talented individuals, we cultivate a vibrant community. You'll be able to grow alongside your peers through professional development opportunities at your fingertips and connect with teammates during exciting company events. Our monthly huddles keep you connected with your team and colleagues. We also foster a dynamic community with our charity initiatives, reminding us that our careers can make a real difference. Whether you work remotely or side-by-side, you are always part of the team at HGS.