Executive Assistant

Century Properties Management, Inc.; Mandaluyong; On-site; PHP 300,000 - 540,000; Full time

Job summary

Century Properties Management, Inc. seeks an Executive Assistant to provide administrative and operational support to the Operations Manager of a high-rise residential condominium in Mandaluyong.

You will assist in daily building operations, coordinate with unit owners, residents, contractors, and service providers, and help ensure compliance with condominium policies and safety standards. The role serves as the Operations Manager's key support in delivering high-quality property management

Qualifications

• Bachelor's degree in business administration, property management, engineering, hospitality, or related field.
• 2–3 years of experience as a secretary or assistant.
• Proficient in Microsoft Office (Excel, Word, PowerPoint, Outlook).
• Knowledge of condominium operations and administrative procedures.
• Strong organizational, communication, and coordination skills.

Responsibilities

• Provide administrative and operational support to the Operations Manager.
• Prepare correspondence, reports, presentations, meeting minutes, and documentation.
• Maintain organized records of contracts, permits, warranties, service agreements, and files.
• Manage the Operations Manager's calendar, meetings, and follow-up actions.
• Coordinate daily operational activities with Engineering, Housekeeping, Security, Administrative, and Customer Service teams.
• Coordinate with unit owners and residents and ensure compliance with condo policies.

Skills

Administration

Scheduling

Communication

Coordination

Documentation

Education

Bachelor's Degree

Tools

Microsoft Office

Property management software

Job description

Job Title: Executive Assistant
Location: High-Rise Residential Condominium, Mandaluyong City
Employment Type: Full-Time

Job Summary

The Executive Assistant provides administrative, operational, and coordination support to ensure the efficient management of a high-rise residential condominium. The role assists in overseeing daily building operations, coordinating with unit owners, residents, contractors, and service providers, and ensuring compliance with condominium policies, safety standards, and property management procedures. The position serves as the Operations Manager's key support in delivering high-quality property management services.

Key Responsibilities

• Administrative Support

• Assist the Operations Manager in the day-to-day administration of the condominium.

• Prepare correspondence, reports, presentations, meeting minutes, and operational documentation.

• Maintain organized records of contracts, permits, warranties, service agreements, and operational files.

• Manage the OM's calendar, meetings, appointments, and follow-up actions.

• Monitor completion of action items assigned during management and board meetings.

Operations Coordination

• Coordinate daily operational activities with Engineering, Housekeeping, Security, Administrative, and Customer Service teams.

• Monitor the status of preventive maintenance schedules and building inspections.

• Follow up with contractors and suppliers regarding scheduled work and service completion.

• Ensure work orders and maintenance requests are completed within established timelines.

• Assist in coordinating emergency response activities when necessary.

Resident and Unit Owner Relations

• Respond to inquiries and concerns from unit owners and residents in a professional and timely manner.

• Coordinate move-in, move-out, renovation permits, and contractor access in accordance with condominium policies.

• Assist in implementing community rules, regulations, and administrative procedures.

• Prepare notices, advisories, and announcements for residents.

Vendor and Contractor Management

• Coordinate with accredited contractors, suppliers, and service providers.

• Monitor service schedules and compliance with contractual obligations.

• Verify completion of contracted work before endorsement for billing and payment.

• Maintain updated records of contractor accreditations, insurance, licenses, and permits.

Compliance and Documentation

• Ensure operational documents are properly filed and readily accessible.

• Assist in monitoring compliance with government regulations, safety requirements, and building permits.

• Support document preparation for audits, inspections, and Board of Directors meetings.

• Maintain confidentiality of operational, financial, and resident information.

Financial and Procurement Support

• Prepare purchase requests, purchase orders, and requests for quotations.

• Assist in monitoring departmental budgets and operating expenses.

• Verify supporting documents for supplier billing and payment processing.

• Maintain inventory records of office supplies and operational materials.

Safety and Risk Management

• Assist in coordinating fire drills, emergency preparedness activities, and safety inspections.

• Monitor compliance with occupational safety policies and condominium emergency procedures.

• Coordinate incident reporting and documentation.

Reports and Performance Monitoring

• Prepare daily, weekly, and monthly operational reports.

• Maintain records of service requests, complaints, preventive maintenance activities, and contractor performance.

• Monitor key operational performance indicators and submit reports to the Operations Manager.

Other Duties

• Represent the Operations Manager during meetings or operational activities when delegated.

• Perform other duties assigned by the Operations Manager, General Manager, or Property Management Office.

Qualifications

• Bachelor's Degree in Business Administration, Property Management, Engineering, Hospitality Management, or a related field.

• At least 2–3 years of experience as a secretary or assistant

• Proficient in Microsoft Office (Excel, Word, PowerPoint, Outlook).

• Familiarity with property management software is an advantage.

• Knowledge of condominium operations, preventive maintenance, customer service, and administrative procedures.

• Strong organizational, communication, and coordination skills.

• Ability to prioritize multiple tasks and work under pressure.

• High level of professionalism, integrity, and confidentiality.

Key Competencies

• Administrative and organizational skills

• Operations coordination

• Customer service excellence

• Communication and interpersonal skills

• Time management and multitasking

• Problem-solving and decision-making

• Documentation and records management

• Vendor and contractor coordination

• Attention to detail

• Teamwork and collaboration

• Professionalism and discretion