Property Administrator

Hexagon Shared Services Inc; Quezon City; On-site; PHP 400,000 - 800,000; Full time

Job summary

Hexagon Shared Services Inc. seeks a Property Administrator to oversee day-to-day operations, maintenance, security, and facilities management for a high-rise building.

You will supervise maintenance staff, coordinate with tenants and contractors, and ensure safety and compliance with company standards. The role emphasizes preventive maintenance, timely responses to tenant inquiries, and accurate record-keeping of contracts, permits, and budgets.

Qualifications

• College degree in Mechanical, Electrical, or Civil Engineering or equivalent.
• Licensed Engineer is an advantage.
• Experience in Property Management Operations.
• Familiarity with building MEPFS systems.

Responsibilities

• Implement building rules, safety procedures, and regulatory compliance.
• Supervise third-party providers and verify completed work.
• Serve as primary contact for tenant inquiries and repairs; track work orders.
• Monitor utilities, security, cleaning, and parking operations.
• Maintain records of contracts, licenses, and equipment logs.
• Assist in budgeting and cost control for operating expenses.

Skills

Property Management

High Rise Buildings

Supervisor experience

Facilities operations

Budget forecasting

Safety compliance

Vendor management

Education

Engineering degree

Job description

About the role

The Property Administrator is responsible for the day-to-day operations and maintenance, security, and proper management of the assigned property. This role oversees the reliable and efficient performance of all equipment and building facilities by effectively supervising maintenance operations, implementing preventive and corrective maintenance programs, and enforcing safety procedures in accordance with company standards and established operating procedures. The Property Administrator builds good public relationships with clients, owners, and building tenants, and assists in the responsibilities of the Sr. Building Manager/Head of Property & Engineering Operations while overseeing the activities and responsibilities of Property Management staff.

Key responsibilities

• Implement building rules and regulations, fit-out guidelines, and safety procedures to ensure uninterrupted service to the building and its tenants

• Conduct routine inspections of the whole property and attend and supervise all building operations, including public thoroughfares, common areas, access control, security procedures, cleaning, building maintenance, lift usage, tenant conditions, and parking arrangements

• Supervise third-party service providers (janitorial, security, pest control, and specialized repair contractors) and verify work completion before approving service invoices

• Serve as the primary point of contact for tenant inquiries, repair requests, and operational concerns; ensure that calls are responded to within 24 hours and issue and track Work Orders to resolution

• Facilitate tenant fit-out review and move-in/move-out inspections to ensure building specifications and restrictions are complied with by tenants and contractors

• Execute and analyze monthly utility readings and daily pay parking collections to ensure accuracy, completeness, and proper accounting of revenues; coordinate with Finance & Accounting Department for timely remittance and reconciliation

• Maintain secure custody, authorized disbursement, and documentation of the assigned revolving petty cash fund in accordance with company financial policies

• Maintain organized physical and digital records of tenant contracts, floor plans, vendor SLAs, service reports, security and property management reports, and equipment logbooks

• Oversee the timely acquisition, renewal, and compliance of all permits, licenses, certifications, and regulatory requirements necessary for the operation of the building and coordinate with relevant government agencies, contractors, and internal departments

• Implement and oversee the property's emergency preparedness and safety procedures, including fire and earthquake drills, evacuation exercises, and safety programs; lead and coordinate safe and orderly evacuation during emergencies

• Lead the energy management program in the assigned property and control the activities of utility service providers such as power, water, communications, and cable TV

• Assist the Sr. Building Manager / Head of Property & Engineering Operations in the preparation and implementation of operating expense budget and capital expenditures for short term and long term special projects

About you

• At least 3 - 5 years of relevant experience in Property Management Operations preferably in a High Rise Building or Commercial/Office Building

• At least one (1) year of supervisory experience

• College degree in Mechanical, Electrical, and Civil Engineering or equivalent

• Licensed Engineer is an advantage

• Familiarity with Property Management Operations

• Working knowledge of building MEPFS systems operations and maintenance

• Knowledge of all laws that govern building management and maintenance, as well as familiarity with the National Building Code and legislation that have an impact on building safety, emergency evacuation, and environmental protection

• Understanding of Basic Occupational Safety and Health, DENR & DOE regulations, including other statutory and regulatory compliances

• Basic accounting skills; can forecast budgets and monitor expenditures

• Strategic Thinking and analytical skills

• Sound interpersonal skills to manage a diverse range of client representatives, internal colleagues, and external stakeholders

• Good communication skills with strong verbal and written communication skills; active listener

• Firm and Decisive with demonstrated integrity

• Flexible and able to adapt to rapidly changing situations

• Goal Oriented and able to focus on meeting all performance targets

• Customer Oriented with approachable demeanor and good negotiating skills