Administration Support - WFO

Cloudstaff Philippines Inc.; Angeles; On-site; PHP 360,000 - 480,000; Full time

Benefits offered by this job

Comprehensive health insurance

Life insurance

Flexible leave credits

Career advancement opportunities

Office perks & amenities

Weekly office perks (coffee/meals)

Job summary

Cloudstaff Philippines Inc. is seeking a highly organized Strata Administrative Support professional in the Philippines.

You will handle inbox and call management, prepare and distribute documents (Meeting Papers), coordinate with managers and stakeholders, process invoices and renewals, and maintain project boards using familiar tools. Strong written and verbal communication, independence, and time management are essential.

Qualifications

• 2-4 years of experience in Strata administrative support.
• Proficient in Microsoft Office Suite and Google Workspace.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Ability to work independently and manage multiple tasks.

Responsibilities

• Inbox management and call handling as directed by managers.
• Prepare and distribute Meeting Papers and related documents.
• Coordinate with stakeholders, issue work orders, and follow up on approvals.
• Process invoices, renewals, and insurance communications; maintain records.

Skills

Strata administrative support

Microsoft Office Suite

Google Workspace

Time management

Written & verbal communication

Tools

Microsoft Office Suite

Google Workspace

Job description

Job Description

GENERAL FUNCTIONS AND TASKS

Inbox Management & Call Management

• Responding to incoming emails in your inbox from your Team Leader, OC Manager and client/suppliers:
• Emails acknowledged within 24hrs
• Emails actioned and filed within 48hrs
• Problem emails discussed with manager within 1 hr
• Ensuring manager is cc in emails.
• Sending emails to the correct responsible channel as required.
• Responding to incoming calls to clients as required and requested by your Team Leader, OC Manager client/suppliers
• Non-urgent telephone messages responded to within 4 hrs
• Urgent telephone messages responded to immediately

Client Interface

• Preparing and updating Owners Corporation Information Packs
• Distributing and uploading to portal as required

• Under the instruction and direction of managers, issuing and following up all Work Orders, standing Work Orders.
• Coordinate access where required and communication with stakeholders as required.
• Requests for Quotes and liaising with the manager accordingly and summarise quotes for approval by client as required and requested by the manager.
• Measurement: Number of open work orders, quotes. Prepared weekly.

Insurance Renewals

• Receiving insurance renewals from Broker, communicating with OCM, arranging to send renewal
• Clearing the client's inbox
• Submit renewals to Committees, obtaining instructions for renewal, ensuring OCM is cc into emails.
• Addressing insurance queries and seeking clarification from the manager where required.
• Processing Insurance Claims
• Arranging Insurance Valuations and sending to broker and committees.
• Measurement:
  • Number of open insurance claims
  • # of renewals submitted less than 3 weeks prior to renewal

Invoices for Payment

• Direct all incoming emailed invoices for payment to ••••@miaproperty.com.au
• Address queries from ••••@miaproperty.com.au
• Arrange forrecharges and submitting to recharge queue.
• Notifying responsible centre of excellence of disclosures.

Notice of Meeting

• Assist with preparation and distribution of Meeting Papers within Meeting Hub
• Contract of Management
• Attend weekly AGM and Meeting scheduling meetings
• Measurement: Meeting Papers distributed within agreed timeframes

Minutes of Meetings

• Drafting /Preparing Minutes of AGM in Meeting Hub, preparing Action Item from Minutes, send to Manager for action/raise work orders accordingly.
• Coordinating Maintenance Plans
• Measurement: Meeting Minutes distributed within agreed timeframes

Disputes & Notices

• Draft Notices relating to disputes in accordance with the Dispute resolution process.
• Draft Building Notices where required.

Essential Services Measures

• Assist with clearing ESM emails in esm mailbox.
• Complete the ESM spreadsheet for discussion and action with the Manager.

Other Matters

• Timely reporting to OCM / TL of any issues or concerns with portfolio and seek regular support/guidance where required.
• Ongoing development and support from EA.
• Assistance with team portfolios where members unavailable or on leave.
• Maintain high standards ofhouse-keeping.

Qualifications and Requirements

Qualifications

• 2-4 years of experience in Strata administrative support
• Proficient in Microsoft Office Suite and Google Workspace
• Strong organizational and time management skills
• Excellent written and verbal communication skills
• Ability to work independently and manage multiple tasks

Preferred Qualifications

• Experience with project management tools such as Asana or Trello
• Familiarity with social media management
• Relevant certification in virtual assistance or administration

Perks and Benefits

• Comprehensive health and life insurance on your 16th day of employment, covering 1 free dependent on the 16th day of employment
• Flexible leave credits which may be used for vacation, emergency and sick leaves
• Superb and exciting Mid-Year Parties – with items to give away and cash prizes!
• Endless opportunities for career advancement
• Exclusive ATM inside the office for employee's convenience
• Annual Performance Review with Salary Increase
• We set you up for success with a company-provided PC/Laptop and fiber internet connection
• Look forward to weekly office perks for work from office staff – Free Coffee, Meals and Beer Fridays!
• Top notch workplace with first class VIP lounge and game rooms
• Child friendly spaces to cater to the needs of employees with children, enhancing work-life balance
• Participate and join our CS Social Clubs and Special Interest Groups to connect with colleagues
• International career growth and connections
• Unlimited cash incentives for hired referrals
• Mental Wellness Employee Assistance program through Lifeworks
• In-house psychiatrist available to support employees' well-being
• Become part of the Employee Share Units program
• Cloudstaff Dream Points - To be used for bidding useful items like appliances, kitchenettes etc.