Property Management Admin Associate

Smartsourcing; Cebu City; On-site; PHP 300,000 - 500,000; Full time

Benefits offered by this job

5-day Christmas Leave

Healthcare from Day 1

Free lunch and coffee

Job summary

Smartsourcing is hiring a full-time, onsite PM Admin Associate in Cebu to support property management operations. You’ll assist PMs, BDM, and VA with admin tasks, receipts, and documentation while maintaining smooth processes and client communications.

You’ll handle reception duties, inbox triage, financial reconciliation, and compliance documentation, with an emphasis on accuracy and proactive work uptake.

Qualifications

• Experience in property management administration is required with basic accounting knowledge.
• Experience in a multi-property-manager office environment or real estate preferred.
• Strong organizational and communication skills are essential.

Responsibilities

• Administration and reception duties with professional telephone manner.
• Manage shared inboxes and triage inquiries promptly.
• Provide day-to-day admin support to PMs, BDM, and team.
• Prepare and process property management documentation accurately.
• Perform daily financial reconciliation and assist cross-functional finance.
• Maintain accurate records and escalate discrepancies as needed.
• Coordinate with owners, tenants, and suppliers; ensure timely responses.
• Support marketing content with Canva/Adobe tools and website updates.
• Assist in portfolio administration and project tracking adoption.

Skills

Administration

Financial Reconciliation

Communication

Documentation

AI readiness

Education

College-level education preferred (Business Administration / Real Estate / Property Management)

Tools

Canva

Adobe tools

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 (Property Management) 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'll supports 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 that reflect The Harcourts Promise.
• 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 to the Harcourts Way 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:

• 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.