Administrative Specialist/Assistant

Role Summary:
Provides administrative and operational support while handling permits, government transactions, legal documentation, compliance requirements, and coordination with clients, developers, government agencies, and other external parties.

Job Responsibilities:

• Provide administrative and operational support to brokers, marketing staff, and management.
• Prepare, organize, maintain, and file company, property, client, and transaction documents.
• Manage and update property listings, inventory, client records, leads, and transaction monitoring.
• Prepare and process LOIs, proposals, contracts, lease documents, authorization letters, certifications, and other related paperwork.
• Coordinate with property owners, clients, tenants, developers, brokers, and building administration regarding requirements and documentation.
• Process business permits, licenses, registrations, clearances, and other government requirements.
• Act as liaison with LGUs, government agencies, regulatory offices, developers, and building administrations for applications, submissions, and follow-ups.
• Prepare, submit, and monitor legal, corporate, property, and compliance documents, including notarization and certification when required.
• Monitor permit renewals, filing deadlines, accreditations, and other compliance requirements.
• Coordinate with lawyers, accountants, consultants, and other external parties when necessary.
• Assist with developer and building accreditation and ensure required documents are complete and updated.
• Coordinate property viewings, meetings, inspections, turnover schedules, and other appointments.
• Monitor client requirements, pending documents, and transaction follow-ups to ensure timely completion.
• Assist the marketing team with property information, listings, online postings, and marketing materials.
• Prepare reports, presentations, monitoring sheets, and other documents required by management.
• Maintain organized physical and digital filing systems while ensuring confidentiality of company and client information.
• Assist with employee onboarding, accreditation, and other internal administrative requirements.
• Coordinate with accounting regarding billing, payments, commissions, deposits, PDCs, and related documentation.
• Ensure documents are accurate, properly signed, notarized when required, and submitted within deadlines.
• Perform other administrative, liaison, compliance, and operational duties as assigned by management.