Property Services Administrator

Expedock; Philippines; Hybrid; PHP 300,000 - 420,000; Full time

Benefits offered by this job

HMO coverage

Remote work environment

Structured engagement & training

Job summary

Expedock is seeking a proactive Property Services administrator to keep the administration running smoothly behind our Property Managers. You will triage the shared inbox, maintain records and certificates, chase contractors and quotes, and ensure nothing slips through the cracks while working under guidance from the Property Managers.

The ideal candidate is organized, detail‑oriented, and comfortable communicating with multiple contractors remotely.

Qualifications

• Excellent organizational skills with attention to detail; able to bring order to a busy workload.
• Confident, professional written communication for high-volume inbox handling.
• Confident speaking to multiple contractors and persuading to get tasks done.
• Able to plan, estimate time, and flag deadlines at risk.
• Comfortable learning new systems (Teamwork, Gmail, Altido).
• Proactive, can-do attitude; able to chase contractors and see tasks through to completion.

Responsibilities

• Inbox triaging and administration; respond to first-line queries and escalate as needed.
• General filing and record keeping; log guarantees, warranties, and certificates.
• Reviewing and processing maintenance requests.
• Maintain records in Teamwork and attend weekly team meetings with accuracy.

Skills

Organizational skills

Written communication

Verbal communication

Prioritization

Team coordination

Tools

Gmail

Teamwork

Altido

Job description

About Expedock

We are a tech-enabled workforce augmentation platform leveraging top 1% offshore talent & cutting edge technology to enable businesses to unlock their full potential.

Who We Need

You'll be the engine room of the Property Services team. While the Property Managers focus on their sites, contractors and compliance decisions, you'll keep the administration running smoothly behind them: triaging the shared inbox, keeping records and certificates up to date, chasing contractors and quotes, and making sure nothing slips through the cracks.
You'll work under the instruction of the Property Managers, but we'll expect you to take real ownership of your areas and to flag issues early rather than wait to be asked.

The ideal candidate is an organized, proactive problem solver with strong UK housing compliance knowledge, excellent remote communication skills, and a calm, customer-focused approach under pressure.

Key Responsibilities

1. Inbox and administration
   1. Allocating and triaging emails in the shared Property Services inbox, responding to first-line queries yourself and escalating issues to the right Property Manager
   2. General filing and record keeping, ensuring guarantees, warranties and certifications are logged accurately on our property management system
   3. Reviewing and processing incoming maintenance requests
   4. Keeping tasks and records up to date in Teamwork, our task management system, and attending weekly team meetings with your work accurately reflected
2. Compliance support
   
   1. Processing and uploading safety certificates and compliance documents to our systems
   2. Organising statutory inspections and servicing visits with contractors (gas safety, servicing schedules and similar)
   3. Monitoring and reporting on compliance KPIs, and flagging anything approaching or outside tolerance
   4. Checking that weekly site walkarounds have been completed and raising any issues with the relevant Property Manager
   5. Providing cover for the compliance function during holidays and high-volume periods
      
3. Contractor and works coordination
   1. Chasing quotes and liaising with contractors under instruction from the Property Managers
   2. Booking contractors in and following up to make sure works are completed on time
   3. Issuing contractor engagement and onboarding documents, and helping ensure insurance and compliance paperwork is current
      
4. Peak programmes and general support
   1. Supporting the planning and delivery of the summer turnaround programme and other peak periods
   2. Sending tenant communications through the property management system
   3. Assisting with minor recruitment of temporary workers during peak periods
   4. Ordering office supplies and general team support
      

Key Qualifications & Requirements

Essential

• Excellent organisational skills and attention to detail; you enjoy bringing order to a busy workload
• Confident, professional written communication, comfortable handling a high-volume shared inbox
• Confident speaking to multiple contractors, and can communicate persuasively to get the job done.
• Able to plan and prioritise your own work, estimate how long things will take, and flag early when deadlines are at risk
• Comfortable picking up new systems quickly (we use Teamwork, Gmail and a property management platform called Altido)
• A proactive, can-do attitude; happy chasing contractors and following things through to completion

Desirable

• Some experience of property, lettings or facilities administration
• Familiarity with statutory property compliance (gas safety, fire safety, servicing requirements)
• Experience working with contractors or coordinating works
  

Technical Requirements

• Fiber internet (PLDT Fiber, Converge, Globe Fiber, etc.) - recommended speed of 100/50 Mbps
• Backup internet (mobile hotspot or secondary ISP) capable of at least 20 Mbps
• Quiet, conducive home workspace
• OPTIONAL: Wired Ethernet connection preferred during work hours
• OPTIONAL: Power backup (UPS) if the location experiences frequent outages

Why Expedock

• HMO coverage and leave credits become available after three months of engagement.
• Supportive Remote Environment: Work from home alongside a collaborative team that values growth and mutual success.
• Structured Engagement & Training: Start strong with a structured engagement program and client-specific training designed to help you quickly master your assigned workflows.

Candidate Data & Privacy Notice

By submitting your application to Expedock, you acknowledge and consent to the collection, use, and processing of your personal information for recruitment and hiring purposes. Your information will be used to:

• Evaluate your qualifications and suitability for current and future roles
• Communicate with you throughout the recruitment process Improve our hiring processes and overall candidate experience
• Maintain talent pools for future opportunities, where permitted by law

We handle candidate data with care and in accordance with applicable data protection and privacy regulations. Your information will only be accessed by authorized team members and will not be shared with third parties without your consent, unless required by law.