Property & Administrative Officer
Position: Property & Administrative Officer Reports To: Owner Work Location: Kubaw Room Residences, Cubao, Quezon City Employment Type: Full-Time POSITION SUMMARY The Property & Administrative Officer is expected to independently handle day-to-day operational and administrative matters within the scope of the position, take appropriate action, follow through to completion, and escalate matters requiring management approval or decision. We are looking for a highly organized, proactive, and practical Property & Administrative Officer who will work closely with the owner in overseeing the day-to-day operations of the company’s properties and branches. The right person should be able to see what needs to be done, prioritize, take action, coordinate with the right people, follow through, and keep management informed. KEY RESPONSIBILITIES 1. Property & Building Operations Monitor the daily operation and condition of properties and branches. Check building, rooms, common areas, facilities, equipment, cleanliness, and general upkeep. Maintain cleaning, maintenance, and equipment/machine checklists. Identify repairs, operational concerns, and items requiring attention. Call and coordinate with technicians, contractors, suppliers, and maintenance personnel. Follow up on repairs and maintenance until properly completed. Maintain a clear list of pending maintenance and property concerns. 2. Guest & Tenant Operations Assist with guest inquiries and operational concerns. Act as a primary coordinator for tenant requests and building/room operational concerns. Assist with guest and tenant access issues, room concerns, and other day-to-day operational matters. Document concerns and actions taken. Prepare notices, requests, reports, or other documents when required. Escalate matters to management when they require approval, decision, additional resources, or management intervention. Ensure concerns are not simply forwarded but properly followed through to resolution. 3. Multi-Branch & Property Monitoring Monitor operational matters, payments, reports, pending concerns, maintenance, and other requirements of other branches and properties. Follow up with branch personnel and responsible parties on outstanding matters. Consolidate important information for management review. Ensure important deadlines, problems, and unresolved matters are brought to the EVP’s attention. 4. Inventory, Supplies & Replenishment Monitor inventory and supplies for properties and branches. Check stock levels, usage, shortages, and items requiring replacement. Prepare replenishment and purchase requests. Coordinate deliveries and verify that requested supplies are received. Maintain appropriate inventory records. 5. Office & Financial Administration Prepare petty cash requests and other operational requests for approval. Organize supporting documents for expenses, purchases, payments, and reimbursements. Maintain records of requests, receipts, and supporting documents. Coordinate with the accountant regarding monthly records, documents, and accounting requirements. Gather audit materials and provide information and supporting documents requested for audit or management review. Follow up on missing or incomplete documentation. 6. HR, Payroll & Employee Administration Maintain employee records, contracts, attendance, schedules, assignments, and other personnel documents. Assist in preparing payroll information and coordinate payroll requirements with management/accounting. Monitor employee schedules and assignments. Maintain records of performance concerns, probationary matters, and other employee-related documentation. Assist with employee benefits, government requirements, onboarding, and other HR administrative matters. 7. Company, Branch & Management Records Maintain organized management files and confidential company records. Review records to ensure information is complete, current, and properly filed. Organize monthly records and documentation for management and accounting. Maintain general filing of branch records. Maintain corporate records, including SEC, BIR, permits, licenses, contracts, certificates, and other company documents . Monitor expiration and renewal dates and remind management of upcoming deadlines. Maintain confidential management documents and information with discretion. 8. Reports & Management Information Prepare monthly business and operations reports for the EVP. Gather information from properties and branches regarding operations, payments, maintenance, inventory, tenant/guest matters, staffing, and pending concerns. Monitor and report outstanding matters and items requiring management attention. Prepare information and documents needed for management decisions. Provide timely updates on urgent or significant operational matters. 9. Management Follow-Through Maintain a clear list of pending matters and their status. Follow up with employees, contractors, suppliers, tenants, and other responsible parties. Identify delayed, incomplete, or overlooked matters. Remind responsible persons of deadlines and required actions. Escalate matters that cannot be resolved at the operational level. Ensure that important matters are closed and properly documented. 10. Executive & Administrative Support Assist the EVP with reports, documents, correspondence, research, coordination, filing, and other management requirements. Organize information and records needed by management. Handle confidential information appropriately. Provide administrative support as needed in a growing and owner-managed business. WHAT WE ARE LOOKING FOR The ideal candidate is someone who: Has actual hands-on operational experience , preferably in property management, hospitality, facilities, business operations, branch operations, or a similar environment. Is highly organized and able to manage several priorities at the same time. Has strong practical judgment and decision-making ability . Is observant and notices problems, missing requirements, and pending matters. Can work independently without needing constant instructions. Has strong follow-through and does not allow tasks to remain unattended. Is comfortable dealing with employees, tenants, guests, contractors, technicians, suppliers, and accountants. Can distinguish between urgent, important, and routine matters. Is resourceful and looks for solutions rather than simply reporting problems. Can handle confidential company, employee, financial, and management information. Is flexible and comfortable in a growing company where systems, priorities, and responsibilities may continue to develop. IMPORTANT EXPECTATION This position requires an ownership mindset . The role is not limited to completing assigned administrative tasks. The candidate is expected to recognize what needs attention, anticipate requirements, follow up on pending matters, and bring important issues to management before they become bigger problems. If you prefer a highly structured role where you only perform tasks specifically assigned to you, this may not be the right position. If you naturally think, “What needs to be done? What is still pending? What could become a problem? Who needs to follow up? What does management need to know?” , this role may be a good fit. QUALIFICATIONS Bachelor’s degree preferred. Relevant experience in operations, property/hotel management, facilities, business administration, branch operations, or a similar role. Strong organizational, documentation, communication, and computer skills. Experience handling multiple properties, branches, or operational areas is an advantage. Traditional Executive Assistant experience may be considered only if combined with strong operational experience and judgment . SALARY Salary: Competitive and commensurate with experience and qualifications. Salary expectation will depend on the candidate’s experience, operational capability, qualifications, and demonstrated level of responsibility. Candidates with strong hands-on property/operations experience, multi-branch coordination experience, excellent judgment, and proven ability to work independently may be considered for a higher compensation package. PERFORMANCE EXPECTATION Success in this role will be measured not only by completing administrative work, but by the ability to keep properties and branches organized, identify operational concerns, anticipate requirements, maintain accurate records, follow through on pending matters, meet deadlines, and keep management properly informed. Pay: From Php25,000.00 per month Work Location: In person
Наблюдалась 2026-09-14, впервые 2026-09-11, источник — Indeed.