Administrative Assistant

Doxa; Philippines; Remote; PHP 488,000 - 733,000; Full time

Job summary

DOXA is seeking a detail-oriented Administrative Assistant to provide essential administrative and operational support to property management teams. The role emphasizes accurate record-keeping, process coordination, and day-to-day operations across a diverse property portfolio.

The candidate should have at least 2 years of relevant experience, a bachelor’s degree in a related field, and strong MS Office/SharePoint skills. Remote, Colombian contract with a Monday–Friday schedule in PST hours.

Qualifications

• Bachelor’s degree in a related field.
• At least 2 years of Administrative Assistant experience, preferably in property management.
• Experience in multi-client environments and with internet-based phone systems is a plus.
• Proficiency in MS Word, Excel, Outlook, SharePoint; strong data management and communication skills.

Responsibilities

• Manage weekly deposit accounting procedures and ensure checks are mailed per standard process.
• Communicate with staff via phone, Outlook, and Teams.
• Create and save documents in SharePoint.
• Analyze data for validity and accuracy.
• Format data in Excel and Word.
• Provide admin support to regional property supervisors.
• Process confidential and time-sensitive materials.
• Onboard new properties and set up new vendors.
• Order office supplies after supervisor approval.
• Assist with offboarding and property closures.
• Collect rent payments mailed to the office.
• Cover reception when needed.
• Maintain confidential information per policy.

Skills

Microsoft Word

Microsoft Excel

Outlook

SharePoint

Data management

Analytical skills

Reporting

Document management

Written communication

Verbal communication

Yardi Voyager familiarity

Education

Bachelor’s degree

Tools

Yardi Voyager

Job description

Our Company

At DOXA, we are dedicated to connecting businesses with top-tier talent across various industries. Our mission is to deliver innovative solutions that drive exceptional outsourcing services, enabling companies to expand their teams and grow their operations seamlessly.

What sets DOXA apart is our commitment to fostering a vibrant and supportive team culture. Join us and be part of a culture that prioritizes your happiness and well-being, ensuring you thrive both personally and professionally.

The Role:

We’re seeking a detail-oriented Administrative Assistant to provide essential administrative and operational support to property management teams. This role is ideal for an organized, proactive professional who excels at managing multiple priorities, handling confidential information, and meeting strict deadlines. You’ll play a key role in maintaining accurate records, coordinating administrative processes, and supporting the efficient day-to-day operations of a diverse property portfolio.

Location:

Must be in Colombia – Remote.

Environment:

Colombian and International Teams.

Language:

Advanced English (B2+ - C1).

Timezone:

Monday to Friday – 8:00 AM to 5:00 PM PST.

Contract:

Non-fixed Term Colombian Contract.

Requirements:

• Education: A bachelor’s degree in a related field.
• Experience: At least 2 years of experience as an Administrative Assistant. Experience supporting property management operations and working in a multi-client environment is preferred. Familiarity with internet-based phone systems is a plus.
• Skills: Proficiency in Microsoft Word, Excel, Outlook, and SharePoint. Strong data management, analytical, reporting, document management, and written and verbal communication skills. Familiarity with property management software, particularly Yardi Voyager, is highly desirable.
• Characteristics: Highly organized, detail-oriented, proactive, and capable of prioritizing competing deadlines. Must be comfortable handling confidential information and working independently in an autonomous, self-directed environment.

Responsibilities:

• Manage deposit accounting procedure on a weekly basis and ensure checks are mailed out per the security deposit accounting process
• Communicate with all levels of staff via phone, Outlook, and Microsoft Teams
• Create and save documents via SharePoint
• Analyze data and documents for validity and accuracy
• Format and sort data using Microsoft Excel and Microsoft Word
• Provide administrative support to regional property supervisors
• Process confidential and time-sensitive material
• Call city utility services to set up clean and shows
• Assist with onboarding of new properties and new vendor setup
• Order office supplies for property managers after obtaining supervisor approval
• Assist with offboarding and closing out properties
• Collect and process rent payments mailed into the office
• Provide coverage for absent manager
• Set up Section 8 / HUD Residents in the system
• Format financial cover letters per supervisor’s direction if applicable
• Follow up with employees with missing timesheets
• Forward incoming invoices to property manager and process upon request
• Prepare monthly expense reports for the supervisor
• File, type, copy, bind, and scan documents
• Cover the reception desk when required
• Maintain confidential and sensitive information per company policy to ensure privacy is secured
• Organize and schedule meetings and appointments as directed by the supervisor
• Prepare notices such as rent increase and 30/60-day termination
• Screen calls from residents, vendors, and managers