Operations and Property Administrator | AU | Hybrid Cebu
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Job Summary
Work Schedule: 9:00 AM to 6:00 PM (AEST) 7:00 AM to 4:00 PM (PH Time)
Employment Type: Full-time
Were looking for an organised and detail-oriented Operations and Property Administrator to support an established Australian commercial and retail property group managing office retail and industrial assets across several this role youll provide administrative and coordination support to Australian-based Property Managers Facilities Managers and Asset Managers helping keep property records accurate and contractor and tenant activity moving efficiently. Youll join an experienced offshore team that will provide handover training and ongoing day-to-day support as you settle into the role. This position is ideal for someone who takes ownership of their work communicates confidently with tenants and contractors and has a strong eye for detail and accuracy. Success in this role means keeping information reliable following up on outstanding items and ensuring nothing falls through the cracks.
What Youll Do
- Provide administrative and coordination support to Property Managers Facilities Managers and Asset Managers across an assigned property portfolio
- Coordinate contractor attendance maintenance works service agreements quotes work orders and contractor compliance requirements
- Manage general tenant enquiries maintain accurate tenant records and support tenant compliance insurance lease and bank guarantee administration
- Review portfolio diaries shared inboxes and assigned tasks to ensure deadlines are met and outstanding items are followed up or escalated appropriately
- Support financial administration including arrears follow-ups tenant charges and credits recharges rent reviews budgets outgoings reconciliations and supplier invoices
- Assist with casual leasing administration booking coordination customer enquiries and incident reporting
- Set up and maintain accurate tenant and supplier records lease files property documentation and document management systems
- Conduct records and lease file audits as required identifying missing documentation and ensuring information is properly filed and maintained
- Prepare correspondence reports quotes invoices and supporting documentation for Australian team review and approval
- Escalate exceptions compliance issues and matters requiring Australian direction in line with established authority boundaries
- Maintain high standards of accuracy organisation written communication and follow-through across all assigned responsibilities
- Provide additional administrative and coordination support as required across the property and facilities management functions
Were looking for someone who:
- 2 years of experience in property administration facilities administration customer administration or a comparable coordination role
- Strong written English skills suitable for direct correspondence with commercial tenants and contractors
- Demonstrated accuracy and strong attention to detail in a records-based role
- Sound working knowledge of Microsoft Outlook Word Excel and Teams
- Ability to follow defined processes and instructions precisely with the judgement to escalate issues rather than make assumptions
- Reliable home or office working environment with stable connectivity
- Experience with an Australian commercial property management platform is highly desirable
- Experience with facilities management work order or contractor compliance platforms is advantageous
- Previous experience supporting an Australian business particularly within commercial or retail property is highly desirable
- Experience with SharePoint or a comparable document management system is advantageous
- Strong ownership and accountability with the ability to see tasks through to completion
- Comfortable identifying and raising issues early rather than allowing them to become larger problems
- Consistent and dependable when managing routine high-volume work
- Collaborative mindset with a willingness to learn from and support an established team
- HMO dental and life insurance for you and one free dependent from day one with the option to add more.
- Uncapped placement incentives.
- Ongoing training and upskilling opportunities.
- Paid leaves including birthday vacation medical and maternity with up to 6 vacation days convertible to cash on your anniversary.
- Employee engagement activities such as year-end party family day team building and more.
Required Skills:
What You Bring Were looking for someone with: H2 years of experience in property administration facilities administration customer administration or a comparable coordination role Strong written English skills suitable for direct correspondence with commercial tenants and contractors Demonstrated accuracy and strong attention to detail in a records-based role Sound working knowledge of Microsoft Outlook Word Excel and Teams Ability to follow defined processes and instructions precisely with the judgement to escalate issues rather than make assumptions Reliable home or office working environment with stable connectivity Experience with an Australian commercial property management platform is highly desirable Experience with facilities management work order or contractor compliance platforms is advantageous Previous experience supporting an Australian business particularly within commercial or retail property is highly desirable Experience with SharePoint or a comparable document management system is advantageous Strong ownership and accountability with the ability to see tasks through to completion Comfortable identifying and raising issues early rather than allowing them to become larger problems Consistent and dependable when managing routine high-volume work Collaborative mindset with a willingness to learn from and support an established team
