Operations Associate - Muntinlupa

OPERATIONS ASSOCIATE

The Operations Associateis responsible for carrying out different functions and provides support to the Operations Head / Area Manager and his/her cluster in the day-to-day operations.

JOB DESCRIPTION:

I. 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, COO 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.

II. Operational Efficiency

• Automatically acts as interim / OIC - AA / Cashier for properties whose AA/Cashier resigned, and no reliever deployed yet.
• To ensure HO is provided complete copy of all conveyance related records o Ensure all site Turnover Over checklist is ready/updated.
• 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.
• Ensure all requirements, meetings, and other schedules of the AM and OH ae properly coordinated.
• Properly coordinate with the concerned people their respective schedules and to ensure materials to be discussed are ready.
• 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.

III. Community Relations

• Zero occurrence of lost documents routed for processing. No delay in submission of documents.
• Ensures that concerns encountered are properly endorsed and documented to VM / BM/ CM / AM / EM / OH and immediate head.

IV. 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 on timely routing and tracking of Minutes of the Board Meeting.
• Immediate feedback on queries/comments from the BOT on the routed documents are relayed to the concerned parties.

V. 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 PMO CCTV system (100% functional with video & audio).
• 100% participation of personnel during company-initiated activities.
• Continuing Training. Attended 40 hours training for the entire year (20 hours E-Learning via LinkedIn and 20 hours Internal or External Training).

VI. Performs all other duties deemed necessary from time to time.

COMPETENCIES AND SKILLS REQUIRED:

• Computer literate, proficient in MS Office Application (Word, Excel, Powerpoint, Outlook).
• Strong communication, organization, and interpersonal skills.
• Preferably with background in Property Management.

QUALIFICATIONS:

• Preferably Bachelor of Science Major in Management and other Business-related courses.
• At least two years experience as Admin Assistant.
• Willing to be assigned in Alabang, Muntinlupa.