I. GENERAL PURPOSE

The Building Admin Assistant provides administrative, operational, and coordination support to the Property or Building Management team. The role ensures timely handling of tenant or resident concerns, maintenance requests, documentation, and smooth day-to-day building operations.

II. KEY RESPONSIBILITIES AND DUTIES

A. Frontline Support and Communication

• Receive and attend to inquiries, concerns, and complaints from tenants, unit owners, and visitors.
• Log incidents, service requests, and follow up on resolution status with concerned departments.
• Maintain professional communication and customer service at all times.
• Coordinate with Security and Maintenance teams for on-ground concerns.
• Maintain updated contact directory of tenants, residents, service providers, and staff.

B. Administrative Support

• Prepare and file correspondence, notices, circulars, memos, and reports.
• Maintain organized records of contracts, permits, inspection certificates, and tenant files.
• Assist in the preparation of monthly reports (e.g., occupancy, utility consumption, complaints log).
• Encode and update information in property management software or logbooks.
• Monitor expiration and renewal of contracts (leases, maintenance, security, etc.).

C. Facilities and Maintenance Coordination

• Track and schedule preventive maintenance of building equipment (e.g., elevators, air-conditioning units, fire alarm systems).
• Assist in conducting inspections of common areas, amenities, and facilities.
• Coordinate with maintenance personnel and third-party contractors for repairs and services.
• Monitor cleanliness, orderliness, and sanitation of the premises.
• Report safety hazards or damages immediately to the Building Administrator.

D. Permit and Compliance Monitoring

• Assist in compiling necessary documentation for government permits (fire safety, occupancy, sanitation, etc.).
• Support in the submission of reports required by LGU or government agencies.
• Monitor compliance of tenants with building rules, health and safety policies, and guidelines.
• Support emergency drills and risk management initiatives.

E. Supplies and Inventory Management

• Maintain inventory of office and janitorial supplies used in the building.
• Requisition, monitor, and record issuance of supplies and materials.
• Check deliveries of supplies, consumables, and maintenance items.

F. Billing and Collection Support (if applicable)

• Assist in the preparation and distribution of SOA (Statement of Accounts) for tenants/residents.
• Record payment transactions and coordinate with Accounting Department.
• Follow up on overdue accounts or non-compliant units in coordination with management.

G. Support in Events and Meetings

• Help organize community or tenant events, general assemblies, and meetings.
• Prepare materials, notices, and take minutes as needed.
• Coordinate with attendees and secure venue setup/logistics.

III. PERFORMANCE INDICATORS

• Timely response and resolution to tenant/resident concerns
• Well-maintained and accessible documentation and records
• Smooth coordination of repairs and facility usage
• On-time reporting and accurate records
• Effective communication between departments and tenants
• High level of cleanliness, safety, and order in the building

• Graduate of Business Administration, Property Management, or related course
• At least 1–2 years of relevant work experience in a building or property management setting
• Strong organizational and coordination skills
• Excellent verbal and written communication
• Proficient in MS Office (Excel, Word, Outlook) and property management software
• Professional demeanor and strong customer service orientation
• Knowledge of safety protocols and basic facility operations is an advantage

Work Location: CASA BRATO BLDG -Lot 2 Blk 77 Sen Gil Puyat Ave, Brgy San Isidro Makati City