Operations Assistant - Mindanao Residential

Job Summary

The Operations Assistant plays a vital role in supporting the Area Manager and the respective properties managed. This position is responsible for carrying out a variety of essential functions that contribute to the efficient day-to-day operations of the team. By providing administrative assistance and ensuring the smooth execution of operational tasks, the Operations Assistant helps facilitate the overall productivity and effectiveness of the department.

Duties and Responsibilities

Financial

·         Ensure to follow up and assist BMs/VMs in their collection efforts.

·         On-time preparation of RFP & collection of MF and SF from Developer/clients.

·         Ensure to keep a monitoring/tracking of RFP and payment status in coordination with the respective AA / BM / VM / EM / CM.

·         Ensure that all projects’ PR have complete attachments before endorsing to AM, QA, Purchasing, Accounting, OH for approval.

·         Ensure to help monitor and check if all RFPs, PCVs and its attachment are accurate before endorsing to signatories.

·         Ensure all CA have complete attachments prior endorsing to AM. Ensure all CAs are liquidated 3 days after receipt of check. Ensure monitoring of all CA.

·         Ensure the complete attachments/details in the DCR before endorsing to AM. Ensure DCRs are submitted daily by AA/BMs/VMs. Ensure DCR Smartsheet is always updated.

 

          Operational Efficiency

·         Automatically acts as interim / OIC - AA / Cashier for properties whose AA/Cashier resigned or is on prolonged absence, and no reliever is deployed yet.

·         To ensure HO is provided complete copy of all conveyance related records

o    Ensure all site Turnover Over checklist is ready/updated.

o    Ensure to keep scanned copies of the ff documents for all managed sites/properties (MOM, Board Resolutions, Permits & Licenses).

·         To help in organizing company and Condo Corp/HOA activities and events. Assist during the AGMM, Monthly Board Meetings and other meetings and social activities of the Condo Corps/HOAs. Book venue/event proposals and do the necessary coordination.

·         Ensure all documents, information and details required by HO are properly coordinated and followed up with the OH / AM / BM / VM / EM / CM, Accounting

·         To keep a monitoring (100% monitoring of documents) & ensure complete and timely submission of the ff monthly reports to AM/OH/QA/Safety and Security Team:

o    Equipment Uptime Monitoring Report, Landscape Monitoring Report, Property Management Report, Environmental Health & Safety Report, Fire Safety Inspection Report, Security Performance Evaluation, CCTV Monitoring Report, Service Provider Evaluation, and ERT Drills.

o    Other regular reports, as deemed necessary

·         Ensure all requirements, meetings, and other schedules of the AM, OH, and COO are properly coordinated.

·         Properly coordinate with the people concerned their respective schedules and to ensure materials to be discussed are ready.

·         Updating and monitoring of the team’s Dashboard, to closely identify projects within the team that have already surpassed annual performance targets.

·         Closely works with HR/FBSC/Other teams for the area’s satellite office maintenance, regulatory compliance, and other necessary tasks to operate the area’s satellite office.

·         Perform other tasks needed, as requested by Area Managers/OH, to ensure operations on sites are in order and that concerns are attended properly through proper monitoring.

 

         Community Relations

·         Zero occurrence of lost documents routed for processing. No delay in submission of documents.

·         Ensure that concerns encountered are properly endorsed and documented to VM / BM/ CM / AM / EM / OH and immediate head.

 

         Board Relations

·         Ensure that documents (RFP, memo, etc.) routed to the board are properly endorsed, organized, and logged.

·         Ensure coordination with VM/BMs on the Board Meeting Agenda and timely sending of BOT meeting calendar invite.

·         Ensure assistance with timely routing and tracking of Minutes of the Board Meeting.

·         Immediate feedback on queries/comments from the BOT on the routed documents is relayed to the concerned parties.

 

          Team Management

·         Always ensure complete team presence on site (95% of the time; minimal to zero occurrence of tardiness / unscheduled leaves).

·         Ensure coordination with concerned parties (HR, CTI) re personnel deployment and mobilization.

·         100% participation of personnel during company-initiated activities.

 

 

Performs all other duties deemed necessary from time to time.

Technical Competencies and Skills

Computer Literate, Proficient in MS Office Aplications, Strong Communication & Interpersonal Skills, Organizational Skills

Education, Trainings and Licenses Required

Bachelor of Science Major in Management and other Business-related Courses