Building Management Support

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• Remote | Day Shift
• Competitive Total Rewards (Compensation, Allowance, HMO, and Paid Time Off)
• Company Provided Equipment

What's in it for you?

• Position: AU Building Management Support
• Location: Central Luzon
• Work setup & shift: Remote | Day Shift

Your Role

As an AU Building Management Support , you are responsible for:

• Provide secretarial and administrative support to Senior Management and Building Managers.
• Monitor and follow up on emails to ensure timely responses, particularly for Maroubra, WTLR and Burlinson.
• Check and follow up on trackers to ensure they are updated, including maintenance checklists, asset checklists and other operational records.
• Respond to urgent or time-sensitive emails requiring immediate attention, with approval from Senior Management where necessary.
• Assist with record-keeping, document management and proper filing of relevant information.
• Prepare reports, management highlights, proposal presentations, quotation summaries, and other administrative documents as required.
• Provide offsite office management and administrative support in accordance with the assigned responsibilities.
• Assist Building Managers with office stationery requirements, coordinate orders, and follow up until delivery is completed.
• Forward invoices to the Finance Team for payment processing.
• Assist in drafting, reviewing and finalising Building Managers' monthly reports.
• Prepare building management highlights and summaries of completed works, ongoing issues and maintenance activities.
• Monitor report submission deadlines and follow up with Building
• Managers on outstanding reports and information.
• Review, update and maintain BMA policies, procedures, forms and templates.
• Monitor, maintain and update master spreadsheets, including:
• Building Information
• Building Manager Roster
• Strata Contacts
• Building Manager Reports
• Inspection Tracker
• Monitor, organise and maintain the Senior Management and Team Site SharePoint libraries.
• Ensure strata committee contact details are current and updated copies are provided to the General Manager, Business Relationship
• Manager and Operations Manager.
• Assist with the preparation of tender documents.
• Prepare supporting documents required for tender submissions.
• Prepare and maintain Excel spreadsheets as required.
• Distribute information to Building Managers regarding company events, training sessions, operational updates and general advice.
• Assist in preparing and coordinating toolbox meetings, including agendas, presentation materials and staff communications.
• Collate contractor lists and assist in verifying that contractors have the required insurance, induction records and compliance documentation.
• Prepare and create building notices, signage and resident communications relating to maintenance, safety, security and general building operations.
• Ensure notices and communications are clear, accurate and professionally presented.
• Assist with the administration and management of Microsoft Teams, including forms, QR codes and related digital tools.
• Support the creation, maintenance and distribution of online forms and digital resources for operational use.
• Monitor and provide administrative support for building management systems, including MyBos, BuildingLink and BuildingManager.
• Assist with system enquiries, data updates, record maintenance and troubleshooting coordination.
• Coordinate system training and provide guidance to Building Managers and relevant staff on system use and procedures.
• Assist with the orientation and onboarding of new employees, particularly in relation to administrative processes, document filing, system access and general administrative requirements.

Qualifications:

• At least 3 to 5 years of proven experience in a General Administrative role in an office setup
• Experience in strata or building management is preferred
• Proficiency in SharePoint, Windows OS, MS Excel, and Word is a must
• Database Management: maintain accurate and up-to-date records
• Adhere to ad hoc tasks: notices may be issued via SMS or email
• Reports, Tender documents
• Excellent communication skills, both written and verbal
• Strong organizational and time management abilities.
• Ability to multitask and prioritize tasks effectively.
• Attention to detail and accuracy in work.
• Strong computer skills

About Beepo

Our Beepo office is located in Clark, Pampanga. We provide exceptional workforce support to clients all over the world. Our primary focus is to help businesses grow sustainably with the help of fantastic Philippine talent.

You will be supported by a great working environment, leading benefits, and an opportunity to meet your career goals. You will be able to apply your skills and innovative thinking to this role. This is an opportunity to grow your career quickly.

*Terms and conditions apply

Originally posted on Himalayas