Property Administrator - Residential Apartments

Job Overview

We are looking for an experienced and organized Property Administrator to oversee the daily operations of our residential apartment complexes. The ideal candidate will be responsible for maintaining high occupancy levels, optimizing revenue, managing tenant relationships, and ensuring the property’s upkeep and security. This role requires a strong focus on tenant acquisition, retention, financial management, and facilities upkeep to achieve a sustainable, high-quality living environment.

Key Responsibilities Tenant Acquisition s Revenue Generation (50%)

· Attract Tenants: Market property vacancies through advertising, tenant referrals, and property tours. Clearly communicate the advantages of location, amenities, and services to prospective tenants.

· Lease Management: Negotiate leases, secure contracts, and collect security deposits to formalize tenant agreements.

· Occupancy Goals: Maintain a 90% occupancy rate across all properties, targeting minimal vacancy month-on-month (no more than 7% vacancy).

· Revenue Optimization: Achieve a Gross Profit margin of 90% and sustain a Net Income of at least 80%, aligning with revenue growth targets.

· Cash Flow s Arrears Management: Ensure timely rent collections, maintaining a healthy cash flow with a target of 0% arrears.

· Tenant Acquisition Cost: Control tenant acquisition expenses to stay below 1% of annual revenue.

Maintenance s Property Upkeep (50%)

· Building Maintenance: Suggest cost-effective maintenance solutions, aiming to keep maintenance costs below 5% of annual revenue.

· Facilities s Unit Upkeep: Address repair and maintenance needs promptly, targeting a standard resolution time of 48 hours from the report of any facility issue.

· Tenant Complaints: Proactively resolve tenant issues and complaints, enforce occupancy rules, and regularly inspect vacant units to ensure readiness.

· Service Contracts: Manage and supervise maintenance, landscaping, and security contracts to ensure consistent quality in property services.

· Security s Safety: Ensure property safety by contracting security services, maintaining security systems, and establishing precautionary policies and emergency response plans.

· Response Times: Respond to all tenant communications and maintenance issues within 24-48 hours.

Administrative s Financial Tasks

· Reporting: Prepare regular reports on occupancy rates, income, expenses, maintenance activities, and other key metrics by collecting, analyzing, and summarizing data.

· Front Desk s Reception Duties: Handle phone calls and oversee the reception area, ensuring a welcoming and professional environment.

· Office Maintenance: Manage office supplies, maintain equipment, and oversee the cleanliness and organization of the office premises.

· Meetings s Documentation: Attend meetings, take minutes, and ensure accurate records of all discussions and action items.

· Accounts Payable: Process accounts payable by preparing check vouchers, issuing checks, and maintaining payment records, including vendor invoices and acknowledgment receipts.

· Accounts Receivable: Process tenant collections by issuing official receipts and maintaining up-to-date records.

· Government Filings: Handle the timely filing and payment of property taxes, business permits, government dues, and BIR returns.

· Cash Disbursement: Prepare a monthly cash disbursement book to track and document all expenses.

Qualifications

· Education: Bachelor’s degree in Business Administration, Property Management,

or a related field is preferred.

· Experience: Minimum of 2-3 years of experience in property management or residential administration.

· Skills:

o Strong knowledge of leasing, tenant relations, and financial reporting.

o Familiarity with property management software and Microsoft Office Suite.

o Excellent communication, negotiation, and organizational skills.

o Ability to handle high-pressure situations and resolve issues promptly.

· Attributes: High integrity individual who is detail-oriented, proactive, and a problem-solver with a strong focus on customer service.

Benefits

· Competitive salary

· HMO

· Paid time off and holidays

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.