Property Admin Assistant | Work From Home | Night Shift | Day 1 HMO

Support Property Operations That Drive Long-Term Real Estate Success

Growth in real estate is driven by operational discipline, responsive support, and consistent execution. The Property Admin Assistant helps deliver all three by coordinating workflows, maintaining accurate records, and supporting portfolio-wide initiatives that keep properties performing at their best. Your contributions will influence business efficiency and client satisfaction while opening the door to a long-term global career with Emapta, built for top 1% talent and lasting success. Snapshot

• Employment Type: Full-time
• Work Setup: Permanent Work From Home
• Shift: Night Shift, 8:00 AM - 5:00 PM PST, Weekends OffBenefits
• Day 1 HMO coverage with free dependent

Competitive Salary Package

• Night differential pay to maximize your earnings
• Fixed weekends off
• Permanent WFH arrangement

Salary Advance Program through our banking partner (Eligibility and approval subject to bank assessment. Available to account holders with minimum of 6 months company tenure.)Unlimited upskilling through Emapta Academy courses (Want to know more? Visit: https://emapta.com/training-calendar/)Free 24/7 access to our office gyms (Ortigas and Makati) with a free physical fitness trainer! Exclusive Emapta Lifestyle perks (hotel and restaurant discounts, and more!)Unlimited opportunities for employee referral incentives across the organization

Standard government and Emapta

benefits

• Total of 20 annual leaves to be used on your own discretion (including 5 credits convertible to cash)
• Fun engagement activities for employees
• Mentorship and exposure to global leaders and teams
• Career growth opportunities
• Diverse and supportive work environment

Qualifications

Minimum of 2 years of experience in administrative support, executive assistance, or property operations. Property management experience is strongly preferred. Strong organizational skills, exceptional attention to detail, and the ability to manage multiple priorities in a fast-paced environment. Proven ability to take initiative, follow through on assigned tasks, and identify appropriate next steps independently. Strong written and verbal English communication skills. Proficiency in Microsoft Excel, Microsoft Word, and Microsoft Outlook. Ability to use and learn property management and workflow systems, including Rent Manager, Asana, Salesforce, and KTS.Ability to review information for accuracy, identify missing details, and escalate concerns appropriately. Professional and collaborative approach when working with supervisors, managers, vendors, tenants, and internal stakeholders. Ability to handle confidential and sensitive information with discretion. Strong follow-up, coordination, and task management skills across multiple departments. Demonstrated commitment to ethics, integrity, and accountability. Clear and effective communication skills.

Responsibilities

Administrative and Portfolio Support

Review weekly status reports (WSRs) for accuracy, completeness, and required follow-up actions. Update WSR ARNs when a Property Manager is unassigned or unavailable. Collect bids, organize bid comparisons, and support bid analysis activities. Follow up on Asana tasks with Property Managers and Supervisors to maintain progress and visibility on deadlines. Create and update KTS cases and provide status updates as required. Support Salesforce case management when escalated by a Property Manager. Upload documentation and files into Rent Manager (RMX) and maintain organized electronic records. Property Operations Support

Review completed property inspections and identify items requiring follow-up. Create and assign work orders, tasks, and vendor requests based on inspection findings when a Property Manager is not assigned. Route inspection follow-up actions to the assigned Property Manager when applicable. Coordinate move-out administrative processes, including Security Deposit Deduction Worksheets (SDDWs) and turnover-related activities. Assist with utility transfers and confirm utility accounts are active before tenant move-ins. Coordinate vendor

schedule

s and follow up on outstanding invoices, documentation, and action items. Cross-Department Coordination

Serve as the administrative liaison between Customer Service, Maintenance, onsite teams, Property Managers, vendors, and Supervisors. Coordinate departmental handoffs by confirming ownership, required information, and follow-up timelines. Track notices, inspections, work orders, vendor visits, move-outs, utility items, and related documentation through completion. Follow up on missing updates, documents, invoices, photos, and completion details. Communicate delays, unresolved issues, and escalation requirements to Supervisors and relevant stakeholders. Maintain accurate records across Rent Manager, Asana, Salesforce, KTS, and shared file repositories. Vendor and Communication Support

Communicate with vendors regarding scheduling, invoicing, and onboarding requirements. Provide timely and accurate status updates to Supervisors and relevant team members. Support tenant-related coordination through administrative follow-up, documentation management, and departmental handoffs. Training and Performance Expectations

Participate in onboarding, process training, and refresher sessions as required. Take ownership of learning by maintaining

note

s, applying training, and utilizing available resources. Seek clarification when requests are unclear, unusual, or outside the normal scope of the role. Adhere to established processes while recognizing that special assignments do not automatically become ongoing responsibilities. Maintain accurate documentation, communicate obstacles proactively, and ensure assigned tasks are completed and closed out. Additional Assignments

Support special projects and additional assignments based on portfolio and business requirements. Adapt to evolving operational needs and seek clarification when responsibilities fall outside the normal scope of the role. About the Client

Our client, Pan American Properties, is a trusted U.S. property management and real estate services company with more than 30 years of industry success. Managing a diverse portfolio of multifamily, commercial, mixed-use, retail, office, and light industrial properties, the company has built a strong reputation for operational excellence, personalized client service, and maximizing asset value. Backed by experienced professionals, innovative technology, and strategic financial expertise, Pan American Properties continues to deliver outstanding results for property owners while driving sustainable growth across competitive real estate markets. Join the Top 1% Talent. A better career. A better life. Welcome to Emapta Philippines: home to professionals who choose growth, balance, and impact. Recognized as one of HR Asia's Best Companies to Work For in Asia 2025 and winner of Inspiring Workplaces Australasia 2026, Emapta offers more than opportunities -- it provides a career environment where people thrive. Collaborate with global teams, build meaningful expertise, and grow in a culture that prioritizes both performance and well-being. Apply now and experience the difference!