Operations Assistant - Davao

Filinvest Development Corporation


Date: 1 week ago
City: Davao
Contract type: Full time
OPERATIONS ASSISTANT

The Operations Assistant is 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 Davao City

How to apply

To apply for this job you need to authorize on our website. If you don't have an account yet, please register.

Post a resume

Similar jobs

2024 RCX Support and Leadership Workforce Management

Concentrix, Davao
4 days ago
Job Title:2024 RCX Support and Leadership Workforce ManagementJob DescriptionThe Quality Evaluator role is responsible for supporting the monitoring and evaluating the quality of inbound and/or outbound calls and other customer contact methods (e.g. email, chat) for accuracy and adherence to established quality standards. As an output of assessing quality standards, provide insight to customers to contribute to program performance improvements.Essential...

Technical I, IT Operations

Concentrix Limited Company, Davao
5 days ago
Apply NowJob TitleTechnical I, IT OperationsJob DescriptionWe’re Concentrix. A new breed of tech company — Human-centered. Tech-powered. Intelligence-fueled.We create game-changing solutions across the enterprise, that help brands grow across the world and into the future. We are trusted by clients across all major sectors, from up-and-coming success stories to iconic Fortune Global 500 brands in over 70 countries spanning 6...

Medical Representatives

Dega International Pharma Corp., Davao
6 days ago
Responsibilities:• Building and strengthening effective partnerships with clients through different channels of communications including face to face interactions.• Significantly contribute to sales and marketing programs that display extensive knowledge of the products and services.• The delivery of fast and accurate solutions for customers.• Will involve travelling to hospitals, clinics, dialysis centers, and drugstores and is mainly fieldwork.• Expected to participate...