Looking for Philippines-based candidates
Job Role: Asset Management Support
Compensation range: $1,500 AUD - $2,000 AUD / Monthly
Engagement type: Independent Contractor Agreement
Work Schedule: This role is expected to align with the AU business hours (approx. 9 AM - 5 PM, Monday to Friday) for collaboration, but as a contractor, you’ll have flexibility in how you manage your time.
Who We Are: At Hunt St, we help Australian companies hire top remote talent in the Philippines. For this role, you will be engaged directly by the client as an independent contractor. We are not an outsourcing agency. All of our roles are 100% remote so you'll be able to work from home.
Who The Client Is: The client operates in the commercial real estate industry, providing services in property sales, leasing, asset management, and advisory for commercial, industrial, retail, office, and specialized real estate assets. They support investors, owners, and tenants throughout the lifecycle of commercial property transactions with tailored market insight and strategic guidance.
Role Overview: The Asset Management Support provides administrative, financial, and service support across the property portfolio. The role ensures all tasks are completed accurately, on time, and in alignment with internal processes, compliance standards, and system workflows. A key focus is maintaining high-quality records within Re-Leased and related platforms to support the Asset Management team.
Key Responsibilities:
1. Communications, Diary & Inbox Management
- Manage daily diary tasks, reminders, and follow-ups within Customer Relationship Management Platform (Re-Leased) and associated systems.
- Monitor Accounts, Service, and Invoice inboxes, reviewing, allocating, escalating, or actioning emails as required.
- Check voicemails, determine urgency, resolve queries where appropriate, or refer to relevant team members.
- Document key interactions, phone calls, and correspondence in the appropriate system records.
- Issue Tenant and Landlord communications using approved templates and ensure all correspondence is saved to the correct files.
2. Accounts & Financial Administration
- Enter, maintain, and issue income and expense items with supporting documentation saved in Re-Leased.
- Assist with scheduled disbursements and general financial processing.
- Support arrears administration, including follow-up actions documented in Re-Leased.
- Enter annual fees and recurring charges accurately across portfolios.
- Communicate with Tenants regarding payments to authorities using standard templates.
- Prepare and issue invoices to Landlords with complete supporting documentation.
- Provide support for bank reconciliations.
3. Lease, Rent & Outgoings Administration
- Issue Lease Renewals, Option Notices, and related documentation via DocuSign.
- Track follow-ups for leasing documentation and ensure all executed documents are correctly saved and linked.
- Prepare rent reviews and rent increase documentation and update system records accordingly.
- Maintain and administer annual outgoings review documentation.
4. Onboarding, Offboarding & Portfolio Records Management
- Onboard and offboard Landlords, Tenants, and Properties using approved Re-Leased workflows.
- Ensure all required checks and documentation are completed and recorded.
- Maintain accurate contact details for Landlords, Tenants, and Creditors.
- Archive records for offboarded properties and leases in line with document management standards.
- Issue tenant onboarding information packs and ensure copies are stored correctly.
- Maintain property notes and structured digital folder systems across the portfolio.
5. Maintenance & Service Coordination
- Coordinate maintenance requests, including obtaining quotes, issuing work orders, and tracking progress.
- Create and update maintenance jobs in Re-Leased, ensuring all actions and approvals are recorded.
- Communicate with Tenants and Contractors regarding work updates and document key exchanges.
- Review maintenance reports and ensure supporting documentation is saved and linked to relevant property files.
- Maintain property images, inspection photos, repair documentation, and service records.
- Assist with preventative and scheduled maintenance programs, including annual servicing and recurring contracts (e.g., air conditioning, gutter cleaning).
- Set up system reminders and Tenant notifications for properties requiring special or recurring maintenance.
6. Contractor, Insurance, ESM & Compliance Administration
- Set up and maintain Contractor records and ensure compliance documents remain current.
- Manage contractor insurance reminders and follow up outstanding requirements.
- Support administration within the Insurance Hub, including renewals and claims documentation.
- Assist with Essential Safety Measures (ESM) administration, including updates for Tenants, Landlords, and Contractors.
- Manage Owners Corporation correspondence, meetings, special levies, and expense record keeping.
7. Systems, Templates & Process Management
- Maintain accurate records across Re-Leased and related document management systems.
- Update templates, checklists, and workflows across Service and Accounts functions.
- Maintain onboarding and offboarding digital checklists to ensure consistent system use.
- Organize and maintain standardized digital folder structures to support efficient records management.
8. General Administrative Support
- Provide administrative assistance to the Asset Management team ensuring system records remain accurate and up to date.
- Complete ad-hoc tasks and support activities as directed by Management.
Requirements
Required Skills and Qualifications:
Skills & Capabilities:
- Strong organizational and administrative skills.
- High accuracy and attention to detail across financial, tenancy, maintenance, and compliance tasks.
- Ability to follow processes, digital checklists, and compliance requirements with consistency.
- Ability to manage priorities and deadlines across concurrent workstreams.
- Strong document and records management skills, ensuring information is correctly saved and retrievable.
- Clear, professional written and verbal communication skills using Australian spelling.
- Ability to liaise effectively with Asset Managers, contractors, tenants, and external stakeholders.
- Strong data entry and customer record management capability.
Skills & Experience:
- 1–3 years’ experience in administration, property, accounts, or related operational roles.
- Confidence using Microsoft Office and business systems, with the ability to learn new platforms quickly.
- Willingness to develop knowledge in Asset Management and systems-based processes.
- Experience using business systems or CRM platforms to manage records and workflows (desirable).
Work Arrangement & Expectations:
This is a remote role that will be set up as an independent contractor engagement.
To ensure alignment and transparency, successful candidates will be expected to:
- Disclose any existing ongoing roles or client work
- Reflect this engagement on their LinkedIn profile (clearly marked as “Independent Contractor”)
