Property Manager- Marina Town Dumaguete

Pro-Excel Property Managers, Inc.; Manila; On-site; PHP 800,000 - 1,100,000; Full time

Job summary

Pro-Excel Property Managers, Inc. is seeking a Property Manager to oversee the administration and operations of client assets in Metro Manila. You will coordinate with LGUs, regulators, and service providers to ensure compliance, efficiency, and tenant satisfaction.

Responsibilities include supervising on-site staff, managing facilities, maintaining financial controls, and preparing board-ready reports. Strong leadership, budgeting, and communication skills are essential for success in this role.

Qualifications

• Graduate of Engineering, Architecture, Business Administration or related disciplines.
• At least three years’ supervisory/managerial experience in building facilities management.
• Experience in Village/Estate management or related service industry.

Responsibilities

• Lead coordination with regulatory bodies, LGUs, utility providers, and external agencies to ensure full operational compliance.
• Provide overall direction and supervision to on-site personnel and third-party service providers to meet SLAs and standards.
• Oversee facilities management including safety, security, housekeeping, and preventive maintenance to ensure asset reliability and tenant satisfaction.
• Establish and maintain strong tenant relationships and resolve escalated concerns promptly and professionally.
• Act as primary escalation point for tenant disputes and facilitate resolutions when needed.
• Prepare and submit monthly operation reports including performance, financial summaries, and incidents.
• Ensure insurance coverage and manage risk related to fire, liability, and insurable hazards.
• Drive CapEx programs to sustain asset value and efficiency; prepare board materials and updates.

Skills

Planning and organizing

People management

Critical thinking

Leadership

Decision making

Communication skills

Initiative & innovation

Professionalism

External & internal relations

Management Information System

Education

Engineering

Job description

Job Summary

he Property Manager manages and operates, efficiently and economically the clients’ assets and finances with the highest level of integrity and excellence. He/She assures strict compliance with the Management Agreement between Pro-Excel Property Managers Inc. and the specific assigned property including, but not limited to, Master Deed & Declaration of Restrictions, Implementing House Rules & Regulations, and ByLaws. He/She enforces the Policy Guidelines of the Company and the Client as promulgated by the Board of Trustees.

Duties and Responsibilities

KEY ACCOUNTABILITY 1: ADMINISTRATION

1. Lead coordination with regulatory bodies, local government units (LGUs), utility providers, and relevant external agencies to ensure full operational compliance and uninterrupted building services.

2. Provide overall direction and supervision to all on-site personnel, including third-party service providers (security, housekeeping, engineering, maintenance, and landscaping), ensuring alignment with service level agreements (SLAs) and performance standards.

3. Oversee end-to-end property operations covering facilities management, safety and security systems, housekeeping standards, and preventive maintenance programs to ensure asset reliability and tenant satisfaction.

4. Establish and maintain strong tenant relationships; oversee resolution of escalated concerns, ensuring timely, professional, and service-oriented responses.

5. Act as the primary escalation point for tenant or occupant disputes; facilitate resolution and endorse matters to higher governance bodies when necessary.

6. Consolidate and submit monthly operation reports, including operational performance, financial summaries, and incident reports.

7. Ensure adequate insurance coverage of the property in coordination with ownership; manage risk exposure related to fire, liability, and other insurable hazards.

8. Recommend and drive programs, initiatives, and capital expenditure (CapEx) plans to sustain and enhance asset value, operational efficiency, and tenant experience.

9. Lead the preparation of board meeting materials, operational updates, and strategic presentations for Board of Trustees and ownership meetings.

10. Enforce company policies, building rules, and operational procedures in alignment with business unit directives and regulatory requirements.

11. Oversee the preparation and issuance of official communications (notices, advisories, circulars, newsletters), ensuring consistency, accuracy, and proper approval protocols.

12. Ensure all tenant fit-out and construction activities comply with applicable building codes, fire safety standards, and LGU regulations; enforce strict permit-to-work systems.

13. Institutionalize structured meetings including board meetings, tenant engagements, vendor performance reviews, and internal coordination sessions to ensure operational alignment.

14. Ensure completeness, accuracy, and accessibility of all property-related documents, including permits, licenses, as-built plans, contracts, financial records, and compliance documentation.

15. Enforce data privacy and confidentiality protocols in handling tenant, resident, and operational information in accordance with applicable laws and company policies.

16. All other duties as may deemed necessary from time to time.

KEY ACCOUNTABILITY 2: FINANCIAL

1. Oversee the preparation and validation of daily and monthly cash flow statements, ensuring accurate reporting of collections, disbursements, and overall liquidity position.

2. Ensure proper control, safeguarding, and optimized utilization of client funds and property-related assets; implement cost control measures to drive operational savings and financial efficiency.

3. Lead the preparation and consolidation of the annual operating budget, capital expenditure (CapEx) plan, and any special assessments; align projections with asset strategy and present for Business Unit’s approval.

4. Oversee the integrity and accuracy of accounting entries and financial records; coordinate with accounting to ensure compliance with internal controls, audit requirements, and applicable financial standards.

5. Oversee the timely processing and payment of all government dues and statutory obligations, including business permits, licenses, real property taxes, and other applicable assessments, ensuring full compliance and avoidance of penalties.

6. Establish and enforce strict controls over issuance, usage, and safekeeping of accountable forms (e.g., Official Receipts, Acknowledgement Receipts, Provisional Receipts), ensuring audit readiness and prevention of misuse.

7. Oversee proper documentation, recording, and reconciliation of all issued receipts and financial instruments in alignment with accounting and internal control standards.

8. Ensure accurate billing, timely collection, and proper remittance of management fees, service fees, and other income streams in accordance with contractual agreements.

9. Oversee the control, utilization, replenishment, and reconciliation of the Petty Cash Fund, ensuring compliance with company policies and audit requirements.

10. Identify, evaluate, and implement cost reduction initiatives without compromising service quality, regulatory compliance, or asset integrity.

11. Perform other functions as required by management, including participation in strategic initiatives, audits, and process improvement programs.

EY ACCOUNTABILITY 3: ENGINEERING

1. Oversee the daily operation, monitoring, and performance of all building systems and common area facilities, including mechanical, electrical, plumbing (MEP), and auxiliary equipment, ensuring continuous and reliable service to tenants and commercial occupants.

2. Establish, enforce, and optimize the preventive maintenance (PM) program based on the 52-week schedule; ensure full compliance, track completion rates, and implement improvements to minimize unplanned downtime and extend asset life cycles.

3. Review and validate technical reports on equipment performance, breakdowns, and failures; recommend repair, replacement, or upgrade strategies aligned with lifecycle management and CapEx planning.

4. Oversee the initial technical evaluation of tenant fit-out and construction plans; ensure alignment with building standards, MEP capacities, and regulatory requirements prior to endorsement for final approval.

5. Direct prioritization of engineering activities based on criticality, safety impact, operational urgency, and budget constraints; ensure efficient deployment of manpower and resources.

6. Provide leadership in driving engineering best practices, process improvements, and innovation initiatives; perform other technical and operational functions as required by management.

KEY ACCOUNTABILITY 4: HOUSEKEEPING

1. Study, evaluate, and analyze housekeeping requirement to ensure cleanliness, maintenance, and sanitation of common area premises of the assigned property.

2. Submit to the Board of Directors, duly noted by direct superior, the recommendation on housekeeping requirement detailing to Scope of Work, Periodic Operational Requirement, and Operating Budget.

3. Monitor day-to-day performance of housekeeping services.

4. All other duties as may deemed necessary from time to time.

KEY ACCOUNTABILITY 5: SECURITY

1. Study, evaluate, and analyze security requirement to ensure safety and orderliness of the building.

2. Submit to the Board of Trustees, duly noted by direct superior, the recommendation on security programs to promote upkeep and emergency preparedness of all unit owners, tenants, staff, and visitors.

3. Review the Security Scope of Work, Periodic Operational Requirement, and Operating Budget.

4. Monitor day-to-day performance of Security service personnel

5. Strictly enforce security and safety procedures including, but not limited to, Fire Alarm Detection System, Emergency Preparedness Program, Earthquake Drills, Fire Drills, and Bomb Detection.

6. Ensures regular update of Immediate Action Plan (IAP)

7. All other duties as may deemed necessary from time to time.

Technical Competencies and Skills

• Planning and Organizing Skills
• People Management
• Critical Thinking
• Leadership
• Decision making
• Communication Skills
• Initiative and Innovation
• Professionalism
• Good external and internal relations
• Management Information System

Education, Trainings and Licenses Required

Graduate of any of the following: Engineering, Architecture, Business Administration, other related disciplines. At least three years’ work experience in supervisory/managerial capacity in Building facilities/ Village/ Estate management or other related service industry.