PM Admin Associate

Smartsourcing Inc.

Cebu City

On-site

PHP 312,000 - 469,000

Full time

40 hours ago

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Benefits offered by this job

Christmas Leave

Healthcare from Day 1

Free lunch and coffee

Gym membership

Smartsourcing Exclusives

Team events

Community programs

Personal development

Job summary

Smartsourcing Inc. is seeking a PM Admin Associate to support a four-property-manager team and a Business Development Manager.

The role combines administration, payments reconciliation, and proactive communication to ensure smooth operation of the property management function. You will handle reception duties, emails, documentation, and cross-functional coordination with the sales-side finance team and contractors, while maintaining strict compliance with relevant regulations and internal

Qualifications

College-level education preferred in Business Admin, Real Estate, or Property Management.
Experience in property management administration and basic accounting.
Experience in multi-property-manager offices or real estate preferred.

Responsibilities

Manage reception duties and front-line enquiries.
Monitor shared property management emails and triage enquiries.
Provide day-to-day admin support to PMs, BDM, and team.
Prepare, format, and process property management documentation accurately.
Perform daily financial reconciliation.
Maintain financial records and resolve discrepancies.
Build relationships with owners, tenants, and clients.
Coordinate with suppliers and contractors via Tapi.
Ensure compliance with NZ tenancy laws and Healthy Homes Standard.
Assist in portfolio administration and project tracking.

Skills

Administration

Reception

Accounts Reconciliation

Client Communication

Compliance Knowledge

Document Management

AI Readiness

Education

Business Administration

Real Estate

Property Management

Tools

Tapi

Monday.com

Job description

Support the smooth and efficient operation of property management services.

Hi! We're Smartsourcing, and we're looking for a full time, onsite PM Admin Associate to support the day-to-day operations of the Property Management department. In this role, you'll provide effective, accurate, and proactive administrative support to help keep property management activities running smoothly, maintain strong operational processes, and contribute to the continued growth of the department.

About the Role

As a PM Admin Associate, you’llsupports a team of four Property Managers, a Business Development Manager, and an existing Virtual Assistant, ensuring inbound communications, financial reconciliation, and compliance documentation are handled reliably and in line with the team.

Key Responsibilities

Administration and Reception Support

Manage reception duties, inbound calls, and front-line enquiries with a professional and personable telephone manner.
Monitor and manage shared property management email inboxes, responding to or triaging enquiries promptly.
Provide day-to-day administrative support to the Property Managers, BDM, and wider team.
Prepare, format, and process property management documentation accurately
Prioritise a high volume of competing administrative tasks without dropping items.
Proactively identify and pick up work without waiting for direction.

Financial Administration and Reconciliation

Perform daily financial reconciliation accurately and on time.
Support financial administration in coordination with the sales-side finance administrator where finances cross over.
Maintain accurate financial records and documentation.
Apply basic accounting knowledge to identify and resolve routine discrepancies.
Escalate financial discrepancies or concerns promptly to the relevant Property Manager or BDM.

Client and Stakeholder Communication

Build and maintain strong relationships with property owners, tenants, and clients.
Communicate diplomatically and efficiently with the Property Managers, BDM, Senior PMs, and existing VA.
Liaise with suppliers and contractors via Tapi and coordinate with the Bond Centre as required.
Provide timely, clear, and professional responses across multiple communication channels.
Coordinate closely with the sales-side finance counterpart to prevent communication breakdowns.

Compliance and Legislative Knowledge

Maintain a comprehensive and up-to-date understanding of relevant industry legislation, including NZ residential tenancy law.
Apply knowledge of the Healthy Homes Standard across compliance documentation and processes.
Ensure compliance documentation is accurate, complete, and current.
Support the team in adhering to industry compliance requirements and Best Practice
Escalate compliance risks or unfamiliar matters to the relevant Property Manager.

Documentation and Portfolio Support

Assist in growing and developing a portfolio that conforms and Best Practice.
Prepare, load, and maintain property and management records accurately, including new managements
Organise and maintain documentation, files, and records for easy retrieval.
Support the Property Managers in day-to-day portfolio administration.
Prepare for and support the introduction of project tracking (e.g. Monday.com) as responsibilities expand.

Website and Social Media Administration

Support website administration and updates as required.
Create and schedule social media content for Facebook and Instagram using Canva and Adobe tools.
Maintain a consistent, on-brand voice and visual identity across published materials.
Coordinate marketing and social content with the wider team.
Ensure published content aligns with brand guidelines and is accurate.

Artificial Intelligence (AI) Readiness and Digital Enablement

Maintain baseline AI literacy and use approved AI tools responsibly, in line with company policies, data privacy, information security, and client confidentiality obligations
Apply sound judgment by validating outputs and avoiding overreliance, ensuring accuracy and accountability in all work delivered
Participate in AI readiness trainings and proactively identify opportunities for process improvement through automation and responsible AI integration

What You'll Need to Succeed

Experience

At least college-level education is preferred. A background in Business Administration, Real Estate, Property Management.
Experience in property management administration is required, together with basic accounting knowledge.
Prior exposure to a multi-property-manager office environment, or to the real estate or property management industry, is strongly preferred.

Step Into the Smartsourcing Experience

Smartsourcing was created with one mission: to change lives. We're here to ensure that businesses flourish and, just as importantly, that every member of the crew is inspired, supported, and set up to thrive. For the fifth year running, we've been recognized as one of HR Asia's Best Companies to Work For. This award isn't just a title--it's a testament to our commitment to making Smartsourcing an incredible place to build a career.

Why You’ll Love Working Here

At Smartsourcing, we believe the best work comes from people who feel seen, heard, and valued. That's why we're all about fostering an environment where you can be your true self. We take pride in being certified as a Great Place to Work, because we know that when you love where you work, extraordinary things happen. Here's just a glimpse of what we offer: