PM Admin Associate

Smartsourcing Inc.; Cebu City; On-site; PHP 279,000 - 502,000; Full time

Benefits offered by this job

Healthcare from Day 1

Free lunch and barista-crafted coffee

5-day Christmas Leave

Subsidized gym membership

Community give-back programs

Job summary

Smartsourcing is seeking a PM Admin Associate to support property management operations and provide admin assistance to the New Business Manager. This full-time, onsite role focuses on onboarding new clients, preparing authorities, lodging bonds, and maintaining records with accuracy and timeliness.

You'll coordinate day-to-day tasks, manage reminders, and collaborate across teams in a fast-changing environment, while upholding data integrity and client confidentiality.

Qualifications

• Onboarding steps and client onboarding processes.
• Accurate preparation of authorities and owner instructions.
• Bond lodgement and records management.
• Data accuracy across onboarding, bonds, and property records.
• Proactive reminders and task coordination across teams.

Responsibilities

• New-Client Onboarding and New Business Support: assist onboarding and coordinate steps.
• Authorities and Owner's Instructions Preparation: issue and track documents.
• Bond Lodgement: lodge bonds accurately and maintain status records.
• Records Management and Data Accuracy: manage client/property data in systems.
• Reminders, Follow-ups, and Task Coordination: manage tasks and dependencies.
• Team and Cross-Department Support: provide admin support across departments.

Skills

Onboarding coordination

Administrative support

Communication

Data entry accuracy

Education

College-level education in Real Estate/Property Management

Tools

PropertyMe

Inspection Express

Job description

Keep property management operations organized, responsive, and running smoothly.

Hi! We're Smartsourcing, and we're looking for a full time, onsite PM Admin Associate to support the property management function while providing administrative assistance to the New Business Manager.

About the Role

As a PM Admin Associate, you'll help coordinate day-to-day property management activities, provide proactive administrative support, and ensure tasks and processes are handled accurately and efficiently. The role centres on new-client onboarding — preparing and issuing authorities and owner's instructions to clients for review and signing via Inspection Express — alongside lodging bonds and keeping client and property records accurate.

Key Responsibilities

New-Client Onboarding and New Business Support

• Assist the New Business Manager with end-to-end new-client onboarding.
• Coordinate onboarding steps and documentation to bring new clients onto the portfolio smoothly.
• Support the preparation and progression of onboarding tasks through to completion.
• Communicate professionally with new clients throughout the onboarding process.
• Escalate onboarding blockers or client concerns to the New Business Manager promptly.

Authorities and Owner's Instructions Preparation

• Prepare and issue authorities and owner's instructions to clients for review and signing via Inspection Express.
• Ensure documents are accurate, complete, and correctly issued to the right recipients.
• Track the status of issued documents and follow up on outstanding signatures.
• Maintain organised records of issued authorities and owner's instructions.
• Escalate document errors, delays, or approval issues to the relevant stakeholder.

Bond Lodgement

• Lodge bonds accurately and on time as the single largest component of the role.
• Ensure all bond lodgements meet required standards and timeframes.
• Maintain accurate records of bond lodgements and their status.
• Identify and resolve routine lodgement discrepancies.
• Escalate lodgement issues, rejections, or delays promptly.

Records Management and Data Accuracy

• Navigate PropertyMe confidently to manage client and property information.
• Keep client and property records accurately entered and up to date.
• Maintain data integrity across onboarding, bonds, and property management records.
• Organise and maintain files and records for easy retrieval and reuse.
• Escalate data or system issues to the relevant stakeholder.

Reminders, Follow-ups, and Task Coordination

• Manage reminders and follow-ups across onboarding and property management tasks.
• Track outstanding actions and dependencies to keep work moving on schedule.
• Follow up proactively with clients, owners, and internal stakeholders as required.
• Prioritise a high volume of tasks and edge cases without dropping items.
• Surface risks, delays, or blockers before they accelerate.

Team and Cross-Department Support

• Provide flexible administrative support across departments in the absence of the hiring manager.
• Adapt to changing priorities and a semi-structured, fast-changing environment.
• Collaborate with the property management and new business teams to keep operations running.
• Communicate clearly and proactively across the team.
• Take ownership of tasks and flag blockers early.

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 Real Estate, Property Management
• At least 1 year of experience in property administration is required.
• Prior experience as a Virtual Assistant and a background in real estate are 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:

• 5-day Christmas Leave (unwrap real time off)
• Healthcare from Day 1 for you and your family (because healthcare matters)
• Free lunch and barista-crafted coffee daily (we take our caffeine seriously)
• Subsidized gym membership and sports wellness clubs
• Smartsourcing Exclusives (deals made just for you)
• Themed BFFs, monthly knockoffs, summer parties
• Community give-back programs and personal development workshops

We're not just another outsourcing company. We're building something that actually matters here a place where good work meets good culture.