Strata Administration Officer

Premier Outsource Partners, Inc.; Mabalacat; On-site; PHP 223,000 - 357,000; Full time

Job summary

Premier Outsource Partners, Inc. in the Philippines seeks an experienced administration professional to manage shared inboxes, respond to routine enquiries from owners, suppliers, contractors and staff, and escalate complex matters to the appropriate manager.

You will maintain owner, supplier and contractor records, support transfers and settlements, and handle data entry, filing, and document control. Strong English, high organization and proactive work style are essential.

Qualifications

• 3 to 4 years of strata, property or professional administration experience.
• Australian strata or Owners Corporation experience is strongly preferred.
• Experience managing shared inboxes and a high-volume enquiry.
• Strong data-entry, record management and document control skills.
• Good Microsoft Excel and Microsoft Office skills.
• Excellent written and spoken English with professional communication skills.
• Highly organized, accurate and able to manage competing deadlines independently.
• Reliable follow-through and proactive working style.

Responsibilities

• Monitor and manage shared administration inboxes each business day.
• Respond to routine enquiries from owners, suppliers, contractors and internal staff.
• Escalate complex, sensitive or financial matters to the appropriate manager.
• Maintain accurate correspondence records, outstanding matters and follow-up dates.
• Follow up missing information and supporting documents.
• Maintain owner contact, lot and property records.
• Process authorised ownership and contact-detail changes.
• Assist with routine transfer and settlement enquiries.
• Prepare routine correspondence, statements and supporting records.
• Maintain supplier and contractor information.
• Assist with onboarding documentation and approved record changes.
• Follow up outstanding information, documents and routine enquiries.
• Maintain accurate records of supplier communications and actions.
• Maintain accurate, consistent and searchable electronic filing systems.
• File correspondence, reports, meeting documents and supporting records.
• Assist with AGM and committee meeting packs.
• Assist with the administrative components of Owners Corporation Certificates.
• Protect confidential owner, supplier and business information.
• Maintain outstanding-task, action and deadline registers.
• Follow up team members regarding overdue actions.
• Complete routine data entry and database maintenance.
• Assist with portfolio transfers, data migration and data-cleanup projects.
• Prepare basic Excel schedules and formatted documents.
• Provide general Owners Corporation administration as directed.

Skills

Data-entry

Microsoft Excel

Microsoft Office

English communication

Organizational skills

Follow-through

Tools

PropertyIQ

Job description

• Monitor and manage shared administration inboxes each business day.
• Respond to routine enquiries from owners, suppliers, contractors and internal staff.
• Escalate complex, sensitive or financial matters to the appropriate manager.
• Maintain accurate correspondence records, outstanding matters and follow-up dates.
• Follow up missing information and supporting documents.

Key Responsibilities

Inbox and Enquiry Management

• Monitor and manage shared administration inboxes each business day.
• Respond to routine enquiries from owners, suppliers, contractors and internal staff.
• Escalate complex, sensitive or financial matters to the appropriate manager.
• Maintain accurate correspondence records, outstanding matters and follow-up dates.
• Follow up missing information and supporting documents.

Owner Administration

• Maintain owner contact, lot and property records.
• Process authorised ownership and contact-detail changes.
• Assist with routine transfer and settlement enquiries.
• Prepare routine correspondence, statements and supporting records.

Supplier and Contractor Administration

• Maintain supplier and contractor information.
• Assist with onboarding documentation and approved record changes.
• Follow up outstanding information, documents and routine enquiries.
• Maintain accurate records of supplier communications and actions.

Document and Records Management

• Maintain accurate, consistent and searchable electronic filing systems.
• File correspondence, reports, meeting documents and supporting records.
• Assist with AGM and committee meeting packs.
• Assist with the administrative components of Owners Corporation Certificates.
• Protect confidential owner, supplier and business information.

Task Tracking and General Support

• Maintain outstanding-task, action and deadline registers.
• Follow up team members regarding overdue actions.
• Complete routine data entry and database maintenance.
• Assist with portfolio transfers, data migration and data-cleanup projects.
• Prepare basic Excel schedules and formatted documents.
• Provide general Owners Corporation administration as directed.

Qualifications

• 3 to 4 years of strata, property or professional administration experience.
• Australian strata or Owners Corporation experience is strongly preferred.
• Experience managing shared inboxes and a high-volume enquiry.
• Strong data-entry, record management and document control skills.
• Good Microsoft Excel and Microsoft Office skills.
• Excellent written and spoken English with professional communication skills.
• Highly organized, accurate and able to manage competing deadlines independently.
• Reliable follow-through and proactive working style.

Software Requirement

• PropertyIQ