Admin Associate

About the job Admin AssociateBecause behind every smooth day is someone like you.

Hi! Were Smartsourcing, and were looking for a full-time, on-site Property Management Admin Assistant to support one of our global real estate partners. In this role, youll be the steady hand behind every lease, invoice, and tenant record--keeping property operations running seamlessly from start to finish. If you love structure, accuracy, and keeping things in order, this role was built for you.

Where? JEG Tower, Archbishop Reyes, Corner Acacia St., Barangay Kamputhaw, Cebu City, 6000 Cebu

About The Role

The Property Management Admin Assistant provides comprehensive administrative and operational support to the property management team. The role ensures the smooth execution of tenancy, leasing, invoicing, and arrears processes while maintaining accurate records and documentation across various property management systems. This position requires a keen eye for detail, strong organizational skills, and the ability to handle multiple property management tasks in alignment with Australian real estate compliance standards.

Key Responsibilities

Tenancy and Lease Administration

• Prepare and revise new leases and lease renewals through VicForms.
• Manage leases, ensuring all supporting information and files are updated accurately.
• Process new tenancy and management agreements including entering information into Comprop, and Cirrus8.
• Facilitate sending and signing of leases via Docusign.
• Maintain digital filing systems for leases, renewals, and associated contracts.
  
  

Invoicing and Payments

• Raise various invoices such as bond invoices, rent invoices, leasing, and advertising fees.
• Generate and send out arrears report.
• Handle reconciliation of arrears.
• Support the auditing and reimbursement of supplier invoices.
• Handle Council Rates, Water Rates, Owner Corporation, R&M, Land Tax, Insurance, and ESM charges both simple and complex.
• Prepare Statements of Account (SOA) for outgoing and ingoing tenants.
  
  

Mailbox and Communication Support

• Manage the shared Property Management mailbox by sorting, delegating, and escalating emails as needed.
• Draft and send out standard communications to tenants, landlords, and the internal PM team.
• Provide phone and chat support as required.
  
  

Reporting and Documentation

• Prepare and submit End-of-Day (EOD), weekly, and monthly reports.
• Update and maintain project trackers, procedure manuals, and property records.
• Support the preparation of certification videos and internal reporting requirements.
  
  

Adhoc and Non-Billable Tasks

• Participate in internal meetings, training sessions, and team events.
• Assist with ICT troubleshooting and process documentation updates.
• Support process improvement initiatives and ensure adherence to quality and compliance standards.
  
  

About You

Qualifications and Skills

• Bachelors degree in Business Administration, Real Estate, or related field.
• At least 2 years of experience in property management administration or real estate support (Australian experience is a plus).
• Proficient in Microsoft Office and property management systems such as Cirrus8 and VicForms.
• Strong attention to detail and accuracy in data entry and documentation.
• Excellent English communication skills both written and verbal.
• Ability to work independently while collaborating effectively in a virtual team environment.
  
  

Key Attributes

• Highly organized and deadline-driven.
• Proactive and solution-oriented.
• Adaptable to shifting priorities and client needs.
• Team player with strong professional ethics and discretion.
  
  

Benefits

Step Into The Smartsourcing Experience

Smartsourcing was created with one mission: to change lives. Were here to ensure that businesses flourish and, just as importantly, that every member of the crew is inspired, supported, and set up to thrive. For the fifth year running, weve been recognized as one of HR Asias Best Companies to Work For. This award isnt just a title--its a testament to our commitment to making Smartsourcing an incredible place to build a career.

Why Youll Love Working Here

About

At Smartsourcing, we believe the best work comes from people who feel seen, heard, and valued. Thats why were all about fostering an environment where you can be your true self. We take pride in being certified as a Great Place to Work, because we know that when you love where you work, extraordinary things happen. Heres just a glimpse of what we offer:

• Weekends are yours (we respect your time off)
• 5-day Christmas Leave (unwrap real time off)
• ‍️Healthcare from Day 1 for you and your family (because healthcare matters)
• Free lunch and barista-crafted coffee daily (we take our caffeine seriously)
• Night shift differential for evening schedules
• ️Subsidized gym membership and sports wellness clubs including hiking and free-diving
• Smartsourcing Exclusives (deals made just for you)
• Themed BFFs, monthly knockoffs, summer parties
• ‍️Community give-back programs and personal development workshops
• And so much more!
  
  

Were not just another outsourcing company. Were building something that actually matters here a place where good work meets good culture.

Everything fits when youre in charge. Apply now and bring your structure and skill to Smartsourcing.

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