Property Management Assistant

Job Summary

The Property Management Assistant provides administrative and operational support in the management of residential communities. The position is responsible for assisting homeowners, coordinating maintenance activities, monitoring security and housekeeping services, processing collections, facilitating unit turnovers, preparing reports, and ensuring compliance with company policies, homeowners' association (HOA) guidelines, and construction requirements.

Key Duties and Responsibilities

1. Homeowner Relations

• Assist homeowners with inquiries, requests, and concerns for assigned residential phases.
• Facilitate requests for grass cutting, clearing, and other maintenance-related services.
• Distribute notices, Statements of Account (SOA), billing statements, and other official communications.
• Coordinate with homeowners regarding maintenance concerns and community-related matters.

2. HOA Billing and Collection

• Accept payments for homeowners' maintenance dues.
• Receive and process construction bond payments.
• Deposit collections accurately and promptly.
• Update homeowners' billing records and Statements of Account.
• Maintain accurate payment records and documentation.

3. Property Inspection and Maintenance

• Conduct regular inspections of security guards assigned to various project sites.
• Inspect model houses and common areas to ensure cleanliness and presentability for prospective buyers.
• Supervise maintenance personnel and assign daily work activities.
• Monitor the completion of maintenance and housekeeping tasks.

4. Unit Turnover and Homeowner Orientation

• Prepare documents required for unit turnover to new homeowners.
• Print and organize turnover documents, including:
• Deed of Absolute Sale (DOA)
• Deed of Restriction (DOR)
• Construction Guidelines
• House Rules
• Schedule punch-list inspections with homeowners.
• Prepare rectification reports and coordinate approval with the Property Management Manager.
• Conduct homeowner orientation prior to move-in.
• Orient homeowners regarding construction requirements before renovation or house construction.

5. Administrative Functions

• Prepare and submit weekly Management Committee (MANCOM) reports.
• Prepare Daily Time Records (DTR) for maintenance personnel payroll processing.
• Prepare documentary requirements for utility service applications (e.g., MECO electricity connection).
• Maintain accurate filing and documentation of property management records.
• Coordinate with internal departments regarding operational requirements.

6. Coordination and Communication

• Coordinate with the Property Management Manager regarding operational concerns.
• Communicate with homeowners, contractors, suppliers, utility providers, and other stakeholders.
• Ensure compliance with company policies, HOA regulations, and construction guidelines.

Qualifications

• Bachelor's degree in Business Administration, Property Management, Office Administration, or a related field.
• At least one (1) year of experience in property management, customer service, or administrative work is preferred.
• Knowledge of homeowners' association operations is an advantage.
• Proficient in Microsoft Office applications.
• Strong communication and interpersonal skills.
• Good organizational and time management skills.
• Ability to handle multiple tasks and work with minimal supervision.
• Honest, detail-oriented, and customer-service focused.

Competencies

• Customer Service Orientation
• Communication Skills
• Organization and Planning
• Attention to Detail
• Problem Solving
• Teamwork
• Integrity and Confidentiality
• Time Management
• Record Keeping and Documentation

Working Conditions

• Primarily office-based with frequent field inspections within the residential community.
• May require walking around project sites and attending to homeowners' concerns.
• May occasionally require work beyond regular office hours during emergencies, unit turnovers, or special activities.

Performance Indicators

• Timely submission of weekly reports.
• Accuracy of billing and collection records.
• Timely processing of unit turnovers.
• Prompt resolution of homeowner concerns.
• Proper documentation and filing of records.
• Compliance with company policies and HOA regulations.
• Effective coordination with maintenance personnel and other departments.