NSW Strata Admin Assistant

Beepo Inc.; Mabalacat; Remote; PHP 279,000 - 469,000; Full time

Benefits offered by this job

Competitive rewards & benefits

Employee referral program

Work-life balance

Job summary

Beepo Inc. in the Philippines is seeking a Strata Admin Assistant to support property administration tasks remotely. The role involves handling emails, phone calls, and general administrative duties, with a focus on levy contributions, forms, and SMATA-related processes.

The ideal candidate has experience with administrative duties, strong communication, accuracy, and organizational skills. This position supports Beepo’s Clark, Pampanga office and offers remote work with day shifts.

Qualifications

• Experience in emails, minutes, letters and document handling.
• Familiarity with strata management or real estate would be a plus.
• Strong communication and organizational skills are essential.

Responsibilities

• Responding to emails
• Phone Calls (Inbound and Outbound)
• Provide general administrative support
• Advising owners/agents of levy contributions and status
• Key / Remote Requests
• Organising Key Request Forms
• Organising Key Authority Forms
• Section 22
• Entering
• Sending acknowledgement to solicitors
• Section 184
• Issuing Work Orders
• Issuing Quotes
• Chasing work orders and quotes
• Closing of Jobs on SMATA
• Sending quotes to the committee on SMATA and email for their approval
• Gathering documents for Agendas
• Drafting / Preparing Agendas, AGM's, GM's, SCM's, ECM's, etc.
• Drafting Minutes, Resolving and Defeating Motions
• Filling out information of minutes, adding proxies
• Updating Strata Master Register / Committees after AGM Minutes
• Updating compliance registers and AFSS/CWFs/WHs/Window/Lift/Pool compliance
• Submitting AFSS and related council submissions
• Providing copies to committee for records
• Entering Insurance Claims and submitting
• Filling out Payment Req Forms
• Tree Applications

Skills

Email management

Phone calls

MS Office

Attention to detail

Time management

Independent work

Team collaboration

Active listening

Proactiveness

Tools

Strata Master

Filesmart

SMATA (MRI Connect)

MS Office

Job description

• Position: Strata Admin Assistant

• Location: Central Luzon

• Work setup & shift: Remote | Day Shift

What's in it for you?

• Competitive Total Rewards (Compensation, Allowance, HMO, and Paid Time Off)

• Employee Referral Program

• Work Life Balance

Your Role

As a Strata Admin Assistant , you are responsible for:

• Responding to emails

• Phone Calls (Inbound and Outbound)

• Provide general administrative support

• Advising owners/agents of their levy contribution and/or status

• Key / Remote Requests

• Seeing if we have keys

• Organising Key Request Forms

• Organising Key Authority Forms

• Section 22

• Entering

• Sending acknowledgement to solicitors

• Section 184

• Issuing Work Orders

• Issuing Quotes

• Chasing work orders and quotes

• Closing of Jobs on SMATA

• Sending quotes to the committee on SMATA and email for their approval

• Gathering the documents for Agendas

• Drafting / Preparing Agendas, AGM's, GM's, SCM's, ECM's, etc.

• Drafting Minutes, Resolving and Defeating Motions, Filling out the information of minutes. Adding Proxys to the Strata Master Register Tab, If AGM Minutes Updating the Strata Committee Strata Master, If AGM Minutes Updating Committee Limitation Strata Master and If AGM Minutes Updating Shortfall Status Strata Master

• Drafting Bylaw Breach Letters

• Drafting contractor notice letters e.g.

• Gutter Cleaning

• Pest Control

• Major Plumbing Works

• File smarting all type documents

• Updating Tenant Details and filesmarting it

• Updating Real Estate details and filesmarting it

• Chasing Agents for Tenant Details

• Especially ones that we don't have in the system

• Ensuring the current ones are up to date

• Updating and Redirecting Levy Notices/Corro

• Updating compliance register strata master

• AFSS Dates – Once submitted AFSS- MUST DO THIS

• Capital Works – Once get CWF – MUST DO THIS and filesmart it

• WHS – Once get WHS – MUST DO THIS and filesmart it

• Window Compliance – Once get Window– MUST DO THIS and filesmart it

• Pool Compliance – Update in Filesmart

• Lift Compliance - Update in Filesmart

• Submitting AFSS

• Submitting it to council

• Submitting to NSW Fire Brigade

• Providing a copy to committee for their records and for them to put on the noticeboard

• Entering Insurance Claims and Sending Insurance Claims

• Filling out Payment Req Forms

• Tree Applications

Qualifications and Experience:

• At least 2 years or more experience in a similar role, preferably someone who previously worked for banking, strata management and real estate (AU background is preferred)

• Experience in general administrative support tasks, managing & drafting emails, minutes of the meetings, notice letters, documentations, process work orders & quotes, payments etc. Experience in using Strata Master, Filesmart, SMATA (MRI Connect) is preferred, proficiency in MS Office

• Excellent communication skills both written and verbal

• High accuracy and attention to details

• High organizational skills

• Time management skills, ability to adhere on time constraint deadlines

• Someone who is not afraid to ask questions, proactive and has initiatives

• Ability to work independently and within a team

• Active listening and adaptability

About Beepo

Beepo is a full-service Australian-owned outsourcing company, with a team of 15,000 across 6 countries — the largest, and most diverse Australian-owned customer experience outsourcing provider.

Our Beepo office is located in Clark, Pampanga. We provide exceptional workforce support to clients all over the world. Our primary focus is to help businesses grow sustainably with the help of fantastic Philippine talent.

You will be supported by a great working environment, leading benefits, and an opportunity to meet your career goals. You will be able to apply your skills and innovative thinking to this role. This is an opportunity to grow your career quickly.

*Terms and conditions apply