We’re Hiring: Admin Coordinator!

Looking for a role that fosters collaboration, creativity and career growth in a vibrant office environment? We got you covered!

We are currently on the lookout for a Admin Coordinator to join our team at Cloudstaff, the #1 workplace everywhere! Think you qualify for the role? Attach a 1-2 minute video intro and introduce yourself to us so we can meet you virtually. Attach this together with your updated CV to become a priority applicant!

Role: Admin Coordinator

Work Arrangement: Work from Office

Location: Philippines - Angeles (Pampanga)

Schedule: Morning Shift

Job Description:

• Provide ongoing support and assistance to the allocated Strata Manager or to the Owners Corporation as directed.
• Answers directly to the Strata Manager or Senior Strata Manager and indirectly to members of each Owners Corporations within portfolio.
• Assisting and supporting all team members with administration duties where required/requested. 
• Delivering on the business services standard and customer services standard.
• Generate a work environment enhancing team morale leading to increased level of productivity.

GENERAL FUNCTIONS AND TASKS

• Assist with preparation & issue of all meeting agendas and documents and minutes in accord with the OC Act timeframes.
• Assist with financial management of each Owners Corporation’s accounts including budget implementation, planning and allocation of invoices and all extraordinary expenses.
• Organising and archiving property folders at EOFY, and, on closure of matters.
• Provide Admin support to respond to all general written and telephone queries concerning specific portfolio, and, respond to all general information and queries for entire PBM portfolio.
• Provide Admin support to issue and pursue all quote requests in line with scope/recommendations as instructed/resolved by the Owners Corporation.
• Rolling over properties at building EOFY / strike and issue all annual and special levies as resolved.
• Support by understanding of the arrears position of all assets to implement financial planning.
• Lodging and management of all insurance claims and responding to all insurance queries with general or factual advice based on the relevant Product Disclosure Statement (PDS). 
• Prepare customer orders (OC Certificates/ Certificate of Currency) associated with portfolio, checked off where required prior to dispatch/issue and always delivered in a reasonable timeframe. 
• Ensure timely reporting to TL/SSM of any issues or concerns with portfolio and seek regular support/guidance where required. 
• Provide assistance as agreed related to ongoing development of new admin/support staff.
• Assistance with team portfolios where members unavailable or on leave.
• Maintain high standards of house-keeping.
• Expected to refer major projects such a building defects, Council Orders etc to TL and SSM.

KEY RESPONSIBILITIES

• Support the planning/scheduling of the Annual General Meeting (AGM) and prepare for the meeting in line with PB Policy & Procedures Manuals.
• Assist with the maintenance of the Standing Work Orders register and implement all maintenance schedules resolved by the client.
• Pursue and follow up all maintenance queries of the client ensuring response within reasonable timeframes. 
• Maintaining the Owners Corporations Register and all files in an orderly manner.
• Ensure all correspondence and information is saved correctly and circulated appropriately as required.
• Delivering on the business services standard and customer services standard. 
• Assisting and supporting team members in ensuring the client is attended to while responding to general queries. This includes adopting a ‘no phone unanswered’ policy.

Qualification and requirements:

• Requires excellent communication skills 
• Requires sound organisational skills and an ability to be self-reliant with diary appointments
• Requires sound interpersonal ability suited to a team environment
• Needs to be familiar with PC operation and programs including Word, excel and Outlook
• Requires excellent customer service skills and a friendly demeanour with clientele
• Needs to be able to read and understand financial reports

Non-negotiable skills & requirements:

• Proficiency in Property IQ (PIQ) and the Microsoft Office

Perks & Benefits (Work From Home/Hybrid)

• Comprehensive health and life insurance on your 16th day of employment, covering 1 free dependent on the 16th day of employment  
• Flexible leave credits which may be used for vacation, emergency and sick leaves  
• Quarterly perks boxes for WFH staff, offering groceries and snacks to keep you fueled  Superb and exciting Mid-Year Parties – with items to give away and cash prizes!  
• Endless opportunities for career advancement  
• Annual Performance Review with Salary Increase  
• We set you up for success with a company-provided PC/Laptop and fiber internet connection  
• Tech-on-wheels Support  
• Participate and join our CS Social Clubs and Special Interest Groups to connect with colleagues  
• International career growth and connections  
• Unlimited cash incentives for hired referrals  
• Mental Wellness Employee Assistance program through Lifeworks  
• In-house psychiatrist available to support employees' well-being  
• Become part of the Employee Share Units program  
• Cloudstaff Dream Points - To be used for bidding useful items like appliances, kitchenettes etc.

• Cloudstaff : Build Your Career, Anywhere
• Established in 2005, Cloudstaff is a leading outsourcing company that empowers businesses to thrive through smarter talent solutions. We're passionate about creating a work environment that fosters your professional growth and overall well-being.

• Why Cloudstaff is the #1 Workplace?
• Award-winning Culture: We're committed to building the #1 Workplace Everywhere, with a proven track record of staff engagement initiatives and industry recognition
• Invest in You: We support your development through comprehensive training programs, mentoring and opportunities for career advancement
• Thrive as an Individual: We offer a strong work-life balance with flexible schedules, meaningful perks and a collaborative team environment.