Front office and Administrative officer

Masscon Realty & Mngt. Corp.; Quezon City; On-site; PHP 350,000 - 520,000; Full time

Job summary

Masscon Realty and Management Corporation in Quezon City is seeking a Front Office & Administrative Officer at Kubaw Room Residences to greet guests and support administrative operations across properties. You will manage front office, reservations, billing records, inventories, and coordination with management, Accounting, suppliers, and government offices, with proactive follow-through.

Ideal candidates are personable, service-oriented, organized, and proficient in Microsoft Office and Google

Qualifications

• Bachelor's Degree in Business Administration, Office Administration, Hospitality, Tourism, Property Management, Accounting, or a related field is preferred.
• At least 2 years of relevant experience in front office, hospitality, customer service, office administration, property management, or a similar position.
• Strong communication and interpersonal skills.
• Personable, warm, courteous, and genuinely service-oriented.
• Organized, detail-oriented, and able to manage multiple responsibilities.
• Proactive and able to follow through on pending matters without constant supervision.
• Proficient in Microsoft Office and Google Workspace.
• Experience with Airbnb, Agoda, Booking.com, or other booking platforms is an advantage

Responsibilities

• Welcome and greet guests, tenants, visitors, and prospective clients in a warm, friendly, and professional manner.
• Maintain a pleasant, approachable, and helpful attitude at all times.
• Answer telephone calls, messages, emails, social media inquiries, and other customer communications promptly.
• Respond to guest and tenant inquiries, concerns, and requests and coordinate appropriate action.
• Assist with guest arrivals, departures, extensions, room concerns, access issues, and other requests.
• Provide information on room availability, rates, amenities, house rules, and company services.
• Conduct room or property viewings when required.
• Maintain a clean, organized, and welcoming reception area.
• Escalate matters requiring Management or Operations intervention.
• Process direct bookings, reservations, cancellations, extensions, and booking changes.
• Maintain and regularly update the Master Booking and applicable online booking platforms.
• Verify booking details and payments and ensure room availability is properly updated.
• Maintain accurate reservation and guest records.
• Monitor and follow through on booking-related pending matters.
• Provide administrative support to the Company's residential, commercial, and accommodation properties.
• Maintain organized branch and property records, both physical and digital.
• Handle general filing of contracts, receipts, invoices, SOAs, permits, payment records, reports, correspondence, and other documents.
• Prepare letters, forms, reports, requests, trackers, and other administrative documents.
• Monitor administrative pending matters and follow up until completed or properly escalated.
• Coordinate with Management, Operations, Accounting, suppliers, contractors, government offices, banks, and other service providers.
• Perform administrative legwork for permits, licenses, renewals, government transactions, property requirements, and other company matters.
• Prepare and send Statements of Account (SOAs) to tenants as instructed.
• Record and track tenant and other company payments through approved payment channels.
• Maintain accurate payment records by tenant, property, branch, and transaction.
• Track outstanding balances and payment-related pending matters.
• Prepare payment summaries and organize receipts, invoices, and payment confirmations.
• Maintain and compile monthly payment and supporting records for Accounting.
• Coordinate with Accounting regarding missing documents, discrepancies, and reconciliation.
• Assist with utility and other recurring payment records and proof of payment.
• Prepare petty cash and payment requests with complete supporting documents.
• Track approved requests and payments.
• Maintain records of petty cash releases, receipts, and liquidations.
• Ensure all cash and payment transactions are properly documented and submitted for recording.
• Maintain inventory records for office, guest, housekeeping, and operational supplies.
• Monitor stock levels and identify replenishment requirements.
• Prepare and submit replenishment requests.
• Assist with periodic inventory counts and record received supplies.
• Report shortages, discrepancies, or unusual inventory issues to Management.
• Assist with employee records, contracts, government benefits, and employment documentation.
• Coordinate SSS, PhilHealth, Pag-IBIG, payroll-related documents, and other employee administrative requirements.
• Maintain organized and confidential personnel records.
• Coordinate with employees, government agencies, payroll providers, and Management as required.
• Maintain records relating to the Company's properties, including permits, licenses, RPT, utilities, contracts, receipts, and payment confirmations.
• Assist with property-related government transactions, renewals, and documentation.
• Coordinate with accountants, banks, government offices, suppliers, contractors, and service providers.
• Assist the Operations Manager and Management with special projects and other administrative requirements.

Skills

Strong communication

Interpersonal skills

Organized and detail-oriented

Proactive and self-driven

Education

Bachelor's Degree in Business Administration or related field

Tools

Microsoft Office

Google Workspace

Job description

FRONT OFFICE & ADMINISTRATIVE OFFICER

Location: Kubaw Room Residences
Company: Masscon Realty and Management Corporation
Reports To: Operations Manager / Management

POSITION SUMMARY

The Front Office & Administrative Officer serves as a primary point of contact for guests, tenants, visitors, and prospective clients while providing administrative and coordination support for the Company's residential, commercial, and accommodation properties.

The position is based primarily at Kubaw Room Residences and is responsible for front office and reservations, guest and tenant relations, administrative records, billing and payment tracking, inventory, filing, pending matters, and general administrative coordination across the Company's properties.

The position requires a personable, service-oriented, organized, proactive, and dependable individual who can manage daily responsibilities with proper follow-through and minimal supervision.

KEY RESPONSIBILITIES

A. Front Office, Guest & Tenant Relations

• Welcome and greet guests, tenants, visitors, and prospective clients in a warm, friendly, and professional manner.

• Maintain a pleasant, approachable, and helpful attitude at all times.

• Answer telephone calls, messages, emails, social media inquiries, and other customer communications promptly.

• Respond to guest and tenant inquiries, concerns, and requests and coordinate appropriate action.

• Assist with guest arrivals, departures, extensions, room concerns, access issues, and other requests.

• Provide information on room availability, rates, amenities, house rules, and company services.

• Conduct room or property viewings when required.

• Maintain a clean, organized, and welcoming reception area.

• Escalate matters requiring Management or Operations intervention.

B. Reservations & Master Booking

• Process direct bookings, reservations, cancellations, extensions, and booking changes.

• Maintain and regularly update the Master Booking and applicable online booking platforms.

• Verify booking details and payments and ensure room availability is properly updated.

• Maintain accurate reservation and guest records.

• Monitor and follow through on booking-related pending matters.

C. Administrative & Multi-Branch Support

• Provide administrative support to the Company's residential, commercial, and accommodation properties.

• Maintain organized branch and property records, both physical and digital.

• Handle general filing of contracts, receipts, invoices, SOAs, permits, payment records, reports, correspondence, and other documents.

• Prepare letters, forms, reports, requests, trackers, and other administrative documents.

• Monitor administrative pending matters and follow up until completed or properly escalated.

• Coordinate with Management, Operations, Accounting, suppliers, contractors, government offices, banks, and other service providers.

• Perform administrative legwork for permits, licenses, renewals, government transactions, property requirements, and other company matters.

D. Billing, SOA & Payment Records

• Prepare and send Statements of Account (SOAs) to tenants as instructed.

• Record and track tenant and other company payments through approved payment channels.

• Maintain accurate payment records by tenant, property, branch, and transaction.

• Track outstanding balances and payment-related pending matters.

• Prepare payment summaries and organize receipts, invoices, and payment confirmations.

• Maintain and compile monthly payment and supporting records for Accounting.

• Coordinate with Accounting regarding missing documents, discrepancies, and reconciliation.

• Assist with utility and other recurring payment records and proof of payment.

E. Petty Cash & Payment Requests

• Prepare petty cash and payment requests with complete supporting documents.

• Track approved requests and payments.

• Maintain records of petty cash releases, receipts, and liquidations.

• Ensure all cash and payment transactions are properly documented and submitted for recording.

F. Inventory & Supplies

• Maintain inventory records for office, guest, housekeeping, and operational supplies.

• Monitor stock levels and identify replenishment requirements.

• Prepare and submit replenishment requests.

• Assist with periodic inventory counts and record received supplies.

• Report shortages, discrepancies, or unusual inventory issues to Management.

G. HR & Employee Administration

• Assist with employee records, contracts, government benefits, and employment documentation.

• Coordinate SSS, PhilHealth, Pag-IBIG, payroll-related documents, and other employee administrative requirements.

• Maintain organized and confidential personnel records.

• Coordinate with employees, government agencies, payroll providers, and Management as required.

H. Property & General Administration

• Maintain records relating to the Company's properties, including permits, licenses, RPT, utilities, contracts, receipts, and payment confirmations.

• Assist with property-related government transactions, renewals, and documentation.

• Coordinate with accountants, banks, government offices, suppliers, contractors, and service providers.

• Assist the Operations Manager and Management with special projects and other administrative requirements.

QUALIFICATIONS

• Bachelor's Degree in Business Administration, Office Administration, Hospitality, Tourism, Property Management, Accounting, or a related field is preferred.

• At least 2 years of relevant experience in front office, hospitality, customer service, office administration, property management, or a similar position.

• Strong communication and interpersonal skills.

• Personable, warm, courteous, and genuinely service-oriented.

• Organized, detail-oriented, and able to manage multiple responsibilities.

• Proactive and able to follow through on pending matters without constant supervision.

• Proficient in Microsoft Office and Google Workspace.

• Experience with Airbnb, Agoda, Booking.com, or other booking platforms is an advantage