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Virtual Assistant - ESM Admin

2 to 4 Years Experience

Smartsource BPO, Inc.

With business certificates| Established in 2016 | 51-200 employees
8F Crown 7 Center, Juan Luna Ave., Kasambagan, Cebu City, Cebu
Total vacancies for this job title : 2
Posted on : January 07, 2019
Job ID : 299214


Our business is growing and we would like to take you along with us!
Do you have an eagle-eye for detail and kick-arse organization skills?

Are you interested in a full-time job with a very competitive salary package and incentives?

If you say YES to the above questions and you are undeniably excited, please continue reading.
This is a competitive role for a stable client where you will have the chance to:
  • Work directly with company executives based in Australia
  • Performs a full range of activities related to property management and other duties using considerable independent judgment in making decisions
  • Potential enormous growth personally and professionally as part of the performance-driven team
Our Real Estate client is looking for a detail-oriented and individual who can support their contractors in the administration aspect of their ongoing servicing and inspecting Essential Safety Measures (ESM).
ESM are all of the items in a building that are required to be maintained to ensure the building is safe in the event of an incident, most commonly a fire. ESM includes items such as fire extinguishers, exit and emergency lights, fire hoses, fire sprinklers, and fire detection systems.
You will be responsible for:
  • Liaising with key contractors to onboard new properties to the client’s ESM program
  • Sending communication to Tenants advising of impending ESM inspections and services.
  • Compiling reports and communication to Landlords on behalf of Property Managers, to be sent by the Property Managers to the Landlord
  • Sending communication to Tenants regarding obstructions and defects that require remedy (e.g., boxes in the way of a fire door/safe exit)
  • Approving service/inspection works, if under accepted threshold
  • Organising additional quotations for defect work above accepted threshold
  • Liaising with Property Manager as to instructing/appointing contractors
  • Process invoices for ongoing servicing and defect works
This position, whilst largely admin based, will require you to review reports and quotations and make judgement calls on requesting additional information, quotes, etc. You would also need to communicate with and assist Tenants. To have a shot at this, you will need to meet the below role requirements.
(Includes technical knowledge, qualifications, legislation, regulations, etc.)
  • Experience with property/building/ohs/facilities management a huge plus
  • Knowledge of the real estate industry and its trends is desirable
  • Preferably Business Administration, Office Management or Engineering Graduate
  • At least 2 years office administration experience, or any similar role
  • Must be well-oriented with any of the following; Microsoft Office applications, CRM, database management and other web and desktop applications
  • Proven high-level communication skills – written & verbal
  • High-level understanding of the rules and regulations is not required, though an added advantage
(Includes specific skills necessary to do the job)
  • Must have strong initiative skills, working both independently and as part of a team
  • Must have strong attention to detail and accuracy
  • Must have the ability to work efficiently under tight deadlines with minimum supervision
  • Must have the ability to collect and analyze data, draw conclusions, and make actionable recommendations
  • Must have the ability to work with patience and courtesy in customer relations
  • Must have the ability to communicate effectively, both verbally and in writing
  • Must be able to multitask effectively
(Includes additional attributes which would facilitate best results from the role)
  • Team oriented
  • Fast learner and willing to be trained
  • Role models the company's values-based culture.
  • A professional approach - integrity, maturity, ethical and honest behaviour
  • Discreet with sensitive information
  • Can handle pressure and work well to deadlines
  • Able to take the initiative and operate independently
  • Results oriented
  • Client service focus
  • Dynamic and flexible attitude to work - prepared to do whatever is needed to achieve the required outcome
  • Hardworking
For more information about our company, visit our website:

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