Administrative Support, Cavite

Job Description: Administrative Support Staff

Annexus is seeking a detail-driven administrative professional to support our property management operations and deliver exceptional service to our clients. This role is ideal for someone who thrives in a fast-paced environment, maintains accurate databases, and communicates with precision and professionalism. Youll play a key role in ensuring our strata management processes run smoothly, compliantly, and transparently.

Key Responsibilities

Meeting Coordination

Schedule and confirm general meetings for owners corporations, committees, and strata managers

Maintain meeting calendars and ensure timely notifications

Notice Management

Issue levy notices and manage invoicing and account-related communications

Ensure all notices meet regulatory timelines and compliance standards

Reporting & Documentation

Generate monthly, quarterly, and annual reports to support proactive decision-making

Prepare summaries of scheduled and completed meetings, budgets, and compliance status

System Management (Strata Master/PIQ)

Input and maintain client details, meeting schedules, and updates in Strata Master/PIQ systems

Ensure data accuracy and timely updates across all platforms

Client & Stakeholder Communication

Send reminders and updates via SMS, phone, and email regarding meetings, work orders, and inspections

Respond promptly and professionally to inquiries from property owners, residents, suppliers, and strata councils

Administrative Support

Track and follow up on work orders, compliance documents, and meeting outcomes

Generate and distribute notices, agendas, and other relevant documents

Assist with budget preparation and general administrative tasks as needed

Compliance Adherence

Ensure all communications and documentation align with property management regulations

Monitor timelines and escalate delays or discrepancies as needed

Other Duties

Perform additional administrative tasks as required to support the team

Preferred Qualifications and Requirements

• Experience
• Minimum 1 year of administrative support experience preferred
• OR college graduates with strong academic performance (e.g., Deans List, honors distinction, or relevant coursework in business administration, property management, or communications) are encouraged to apply
• Technical Proficiency
• Familiarity with Strata Master, SMATA, PIQ, File Smart, Strata Vault, Strata Max, or similar Strata related software (training provided)
• Basic proficiency in Microsoft Word, Excel, and Outlook (training provided)
• Communication Skills
• Strong written and verbal communication skills across phone, email, and SMS
• Organizational Skills
• High attention to detail and ability to manage multiple priorities effectively
• Team Collaboration
• Positive, collaborative mindset with the ability to work well in a small, focused team