Village Admin

650 ALLIED, INC.; Tanza; On-site; PHP 223,000 - 391,000; Full time

Job summary

650 Allied, Inc. is seeking a Village Admin to oversee day-to-day operations, maintenance, and administration of subdivision properties.

The on-site role collaborates with Construction Management, Accounts Management and Finance groups to keep facilities and common areas in top condition. Responsibilities include filing property documents, logging mail and invoices, monitoring contractors, budgeting, and ensuring safe, compliant service delivery.

Responsibilities

• File property documents and logs for incoming mail, memoranda and statements of account.
• Prepare requests/requisitions (purchases, materials, manpower) and ensure compliance.
• Monitor contractors and service providers for housekeeping, landscaping, and related services.
• Coordinate with entities to facilitate community development activities and outcomes.
• Monitor government permits, process bills, and ensure timely billing to unit owners and developers.
• Ensure payments from unit owners are recorded and receipts issued; manage bank deposits daily.
• Ensure daily DCDR preparation and that expenses stay within budget.
• Inspect property sections daily and coordinate maintenance with Construction Management and technical teams.
• Develop and implement maintenance plans for common facilities; monitor repairs and improvements.
• Oversee operations of common areas, cleaning, landscaping, and resident conditions.
• Handle escalated customer complaints promptly and refer to PM as needed.
• Perform any other tasks assigned by the Property Management Department Head.

Job description

Job description:

The Village Admin is responsible for overseeing the day-to-day operations, maintenance, and administration of subdivision properties. The role ensures that community facilities, common areas, and property management services are maintained to high standards while promoting homeowner satisfaction and compliance with subdivision rules and regulations.

The Village Admin works closely with the Construction Management Group, Accounts Management Group and Finance Management Group. Village Admin is a site based employee.

KEY RESULTS:

1. Administrative (25% Priority)

Duties and Responsibilities:

• Keeps a complete file of all property document.
• Ensure that all incoming documents (i.e mail, memoranda, statements of account, etc) are properly and duly received, logged and forwarded to appropriate addressee
• Prepare all requests/requisitions (i.e purchases, material, manpower etc) and ensuring these are complied with;
• Ensure the strict and regular monitoring of the performance of contractors and service providers delivering services for, but not limited to, housekeeping, landscaping and all other personnel assigned to the property to ensure that all services are delivered completely and accurately, correct and that safe work practices are carried out at all times on or in the property;
• Coordinates with appropriate entities and facilitates community development activities for fruitful and beneficial outcomes and results;

2. Financial (25% Priority)

Duties and Responsibilities:

• Monitor of and fulfill strict compliance with government requirements (i.e., annual registration/filing of government issued permits such as Mayor’s Permit, Business Permit, etc.);
• Process all bills and statements of accounts from service providers, contractors and suppliers to the Head Office for processing of payments;
• Monitor the timely preparation and delivery of regular billings for Association Dues and other assessments to unit owners and Developer.
• Ensure that all payments from unit owners are duly received and accurately receipted (appropriate receipt is issued) by the Administrative Assistant; Monitor preparation of Bank Deposit slips and ensure that all deposits are made on a daily basis for appropriate daily collection.
• Ensure that Admin Assistants comply with procedures on Bank Deposit Slip attachments.
• Ensures that DCDR is prepared and submitted daily.
• Ensures expenses are within the budget

3. Facilities and Technical Management (10% Priority)

Duties and Responsibilities:

• In close coordination with the Construction Management Group, Technical Maintenance Screen initial requirements for house renovation and endorse to Property Management Head for approval.
• Regularly visit and inspect all sections of the property on a daily basis to ensure that required standards of presentation, repairs and operation are being maintained; Coordinate with the Construction Management Group and technical maintenance to ensure that all technical customer escalated concerns are completed in a proper and timely manner;
• Develop and implement preventive and corrective maintenance plans Monitor repairs, renovations, and improvements of common facilities

4. Housekeeping and Landscaping (10% Priority)

Duties and Responsibilities:

• Oversee and attend to all operations, common areas, cleaning, landscaping, maintenance, resident conditions under the supervision of the Property Manager

5. Customer Relations (25% Priority)

Duties and Responsibilities:

• Receives and handles escalated customer complaints efficiently and promptly by addressing customer concerns appropriately and directly or by referring them to PM to ensure their continued satisfaction;

6. Others (5%)

Duties and Responsibilities

• Perform and complete any and all other tasks that may be assigned by the Property Management Department Head.