Operations and Property Administrator | AU | Hybrid - Cebu

Staff Domain Inc; Cebu City; Hybrid; PHP 360,000 - 480,000; Full time

Benefits offered by this job

Health insurance for you and one Dep

Uncapped incentives

Training & upskilling

Paid leaves incl birthday and vacation

Team events

Job summary

Staff Domain Inc in Cebu is seeking an Operations and Property Administrator to support Australian property managers, facilities managers, and asset managers across office, retail, and industrial assets. This hybrid role involves coordinating contractors, maintaining records, and ensuring timely follow-up.

You'll join an offshore team with training and ongoing support, bringing strong English communication, attention to detail, and ownership of tasks.

Qualifications

• 2+ years in property administration or a similar coordination role
• Strong written English for direct tenant/contractor correspondence
• Accurate records management and attention to detail
• Experience with Australian commercial property platforms is desirable
• Experience with work orders or contractor compliance tools is advantageous
• Experience supporting an Australian business in commercial/retail property is desirable
• Familiarity with SharePoint or document management systems advantageous

Responsibilities

• Provide admin and coordination support to Property Managers, Facilities Managers, and Asset Managers across an assigned property portfolio
• Coordinate contractor attendance, maintenance works, service agreements, quotes, work orders, and contractor compliance requirements
• Manage general tenant inquiries, maintain accurate tenant records, and support tenant compliance, insurance, lease, and bank guarantee administration
• Review portfolio diaries, shared inboxes, and assigned tasks to ensure deadlines are met and outstanding items are followed up or escalated appropriately
• Support financial administration including arrears follow-ups, tenant charges and credits, recharges, rent reviews, budgets, outgoings reconciliations, and supplier invoices
• Assist with casual leasing administration, booking coordination, customer enquiries, and incident reporting
• Set up and maintain accurate tenant and supplier records, lease files, property documentation, and document management systems
• Conduct records and lease file audits as required, identifying missing documentation and ensuring information is properly filed and maintained
• Prepare correspondence, reports, quotes, invoices, and supporting documentation for Australian team review and approval
• Escalate exceptions, compliance issues, and matters requiring Australian direction in line with established authority boundaries
• Maintain high standards of accuracy, organisation, written communication, and follow-through across all assigned responsibilities
• Provide additional administrative and coordination support as required across the property and facilities management functions

Skills

Organisation & coordination

Attention to detail

Written English communication

Ownership & accountability

Team collaboration

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft Teams

SharePoint

Job description

Setup and Location: Hybrid in Cebu

Work Schedule: 9:00 AM to 6:00 PM (AEST) | 7:00 AM to 4:00 PM (PH Time)

Employment Type: Full-time

Ready to do work that actually excites you? We're looking for an organised and detail-oriented Operations and Property Administrator to support an established Australian commercial and retail property group managing office, retail, and industrial assets across several states. In this role, you'll provide administrative and coordination support to Australian-based Property Managers, Facilities Managers, and Asset Managers, helping keep property records accurate and contractor and tenant activity moving efficiently. You'll join an experienced offshore team that will provide handover, training, and ongoing day‑to‑day support as you settle into the role. This position is ideal for someone who takes ownership of their work, communicates confidently with tenants and contractors, and has a strong eye for detail and accuracy. Success in this role means keeping information reliable, following up on outstanding items, and ensuring nothing falls through the cracks.

What You'll Do

• Provide administrative and coordination support to Property Managers, Facilities Managers, and Asset Managers across an assigned property portfolio
• Coordinate contractor attendance, maintenance works, service agreements, quotes, work orders, and contractor compliance requirements
• Manage general tenant enquiries, maintain accurate tenant records, and support tenant compliance, insurance, lease, and bank guarantee administration
• Review portfolio diaries, shared inboxes, and assigned tasks to ensure deadlines are met and outstanding items are followed up or escalated appropriately
• Support financial administration including arrears follow-ups, tenant charges and credits, recharges, rent reviews, budgets, outgoings reconciliations, and supplier invoices
• Assist with casual leasing administration, booking coordination, customer enquiries, and incident reporting
• Set up and maintain accurate tenant and supplier records, lease files, property documentation, and document management systems
• Conduct records and lease file audits as required, identifying missing documentation and ensuring information is properly filed and maintained
• Prepare correspondence, reports, quotes, invoices, and supporting documentation for Australian team review and approval
• Escalate exceptions, compliance issues, and matters requiring Australian direction in line with established authority boundaries
• Maintain high standards of accuracy, organisation, written communication, and follow-through across all assigned responsibilities
• Provide additional administrative and coordination support as required across the property and facilities management functions

What You Bring

• 2+ years of experience in property administration, facilities administration, customer administration, or a comparable coordination role
• Strong written English skills suitable for direct correspondence with commercial tenants and contractors
• Demonstrated accuracy and strong attention to detail in a records-based role
• Sound working knowledge of Microsoft Outlook, Word, Excel, and Teams
• Ability to follow defined processes and instructions precisely, with the judgement to escal
• Reliable home or office working environment with stable connectivity
• Experience with an Australian commercial property management platform is highly desirable
• Experience with facilities management, work order, or contractor compliance platforms is advantageous
• Previous experience supporting an Australian business, particularly within commercial or retail property, is highly desirable
• Experience with SharePoint or a comparable document management system is advantageous
• Strong ownership and accountability, with the ability to see tasks through to completion
• Comfortable identifying and raising issues early rather than allowing them to become larger problems
• Consistent and dependable when managing routine, high-volume work
• Collaborative mindset with a willingness to learn from and support an established team

Why You'll Love Working Here

• HMO, dental, and life insurance for you and one free dependent from day one, with the option to add more.
• Uncapped placement incentives.
• Ongoing training and upskilling opportunities.
• Paid leaves including birthday, vacation, medical, and maternity, with up to 6 vacation days convertible to cash on your anniversary.
• Employee engagement activities such as year-end party, family day, team building, and more.