Real Estate Virtual Assistant, Administrative AssistantReal Estate Virtual Assistant, Administrative Assistant

Key Achievements:

• Title Processing and Documentation Prepare, track, and process documents required for title transfer such as Deed of Absolute Sale (DOAS), Tax Declaration, Transfer Certificate of Title (TCT), and Condominium Certificate of Title (CCT). Assist in notarization and routing of documents for internal and external processing. Ensure accuracy and completeness of buyers’ documents before submission to legal/government offices. Monitor the timeline of each titling process and escalate issues or delays when necessary. • Coordination and Follow-Up Coordinate with government offices such as BIR, RD, and Assessor’s Office for tax clearance, transfer taxes, and registration. Follow up with clients or brokers on any lacking requirements to avoid delays in the conversion or titling process. Liaise with internal teams such as Legal, Documentation, Finance, and Customer Relations Management for document routing and verification. • Filing and Records Management Maintain a systematic filing system (physical and digital) for all conversion-related documents. Encode updates and status in tracking systems or databases to ensure up-to-date monitoring of each account. Prepare regular reports on conversion progress, delays, and accomplishments. • Compliance and Quality Assurance Ensure compliance with regulatory requirements and company policies throughout the conversion process. Review documents for discrepancies and ensure quality standards before routing or submission.

Key Achievements:

• Leasing and Administrative Support Assist in meeting occupancy and revenue targets by handling lease inquiries via calls, emails, and social media. Ensures efficient records/files updating and monitoring procedures to effectively implement the Contract of Lease/Rent, the House Rules/Guidelines. Ensuring the confidentiality and security of files and filing systems. Interfaces with other departments such as Credit and Collection; FAD; CMD and BMG in relation to compliance with procedural processes. Ensures completion of legal processing of pertinent documents. Collects and reviews the submitted requirements of the Lessee to ensure its completeness/authenticity. Present/submit periodic reports on administrative concerns. Handles monitoring platforms such In4 Velocity; Netsuite and other monitoring systems. Timely notifies the rest of the Leasing team, the Building Administration, Finance & Accounting Department (FAD) and other departments concerned for updating of files/records, and monitoring purposes. Timely notifies the rest of the Leasing team, the Building Administration, Finance & Accounting Department (FAD) for any of the Lessee’s move-out schedule for verification and clearance purposes, prior to the Lessee to be allowed to move-out. Utilize Signing cloud for secure, efficient e-signature processing. • Tenant Engagement and Customer Service Effectively assists to the Lessee’s concerns and rent/lease related requests at any given time. Timely receives and assesses Lessee’s Request/s such as but not limited to unit repairs, and other special requests prior to execution to ensure proper documentation and charging of cost, if any. And timely endorsement to the appropriate personnel in-charge or, technical team, or to any concerned personnel/department for proper and timely dealing/addressing with the concern(s). Monitors the condition of the leased/rented units, including its equipment, furnishings and other items included in the rented/leased space and submits recommendation for repairs/maintenance, and or labor-material purchases when necessary. Coordinates with Facilities Management team for repairs and the Purchasing Department for any labor-material purchases; or to the Security and Safety Group for any concern(s) on security or safety concerns of the residents/lessee. Distribute invoices/Statements of Account and keep tenants updated with relevant notices. • General Support and Reporting Submits regular reports (updates/status), including Calendar of Activities/Field Work Locator/Work Plan and other required reportorial documents. Attends promptly any meetings and other company related- and work-related activities. Performs other job-related task/s as required by the management. Prepares and requests for refunds/reimbursement and other payments to lessees, contractors and suppliers. Accurately and on-time liquidation of disbursed revolving funds and other cash advances. Process applications for utility connections such as electricity for newly turn-over unit inventory.

Key Achievements:

• Administrative and Clerical Support Prepare and manage correspondence, memos, reports, and other documents. Maintain filing systems (physical and digital) for property records, contracts, permits and other legal documentation. Schedule meetings, appointments, manage travels and site inspections for the Property Manager. Monitor and order office supplies and materials needed for property operations. Reviews revolving fund requests and release payments to employees or suppliers. Processes reimbursements, records payments and excess money from employees’ cash advances. Acts as custodian of accountable forms such as Cash Advance Form and Revolving Fund Voucher. Prepares official receipts, monitors issuance and its validity/expiry. • Property Management Support Assist in the preparation and monitoring of utility and operating expenses. Coordinate with suppliers and contractors for repairs, maintenance, and services. Assist in the preparation of Property Management reports (incident reports, inspection reports, utility consumption, etc.). Help facilitate preventive maintenance schedules and follow-up on job orders. Participate in team meetings, general assembly and other organizational meetings. • Tenant Relations Serve as the front liner for tenant concerns and coordinate their resolution with the appropriate departments. Help facilitate tenant move-in and move-out documentation and procedures. Maintain an updated tenant contact list and records. Assist in tenant orientation and communication of house rules and building policies. • Leasing and Documentation Draft, review, and finalize lease agreements for new tenants and lease renewals. Track lease expirations, renewals, and rent escalations. Coordinate the notarization, filing, and safekeeping of signed contracts and permits. • Compliance and Permits Assist in securing and monitoring government permits and licenses (e.g., Fire Safety Inspection Certificate, Business Permit). Monitor renewal schedules and ensure timely compliance with local government and building requirements.

Key Achievements:

• Administrative and Clerical Support Prepare and manage correspondence, memos, reports, and other documents. Maintain filing systems (physical and digital) for property records, contracts, permits and other legal documentation. Schedule meetings, appointments, manage travels and site inspections for the Property Manager. Monitor and order office supplies and materials needed for property operations. Reviews revolving fund requests and release payments to employees or suppliers. Processes reimbursements, records payments and excess money from employees’ cash advances. Acts as custodian of accountable forms such as Cash Advance Form and Revolving Fund Voucher. Prepares official receipts, monitors issuance and its validity/expiry. • Property Management Support Assist in the preparation and monitoring of utility and operating expenses. Coordinate with suppliers and contractors for repairs, maintenance, and services. Assist in the preparation of Property Management reports (incident reports, inspection reports, utility consumption, etc.). Help facilitate preventive maintenance schedules and follow-up on job orders. Participate in team meetings, general assembly and other organizational meetings. • Tenant Relations Serve as the front liner for tenant concerns and coordinate their resolution with the appropriate departments. Help facilitate tenant move-in and move-out documentation and procedures. Maintain an updated tenant contact list and records. Assist in tenant orientation and communication of house rules and building policies. • Leasing and Documentation Draft, review, and finalize lease agreements for new tenants and lease renewals. Track lease expirations, renewals, and rent escalations. Coordinate the notarization, filing, and safekeeping of signed contracts and permits. • Compliance and Permits Assist in securing and monitoring government permits and licenses (e.g., Fire Safety Inspection Certificate, Business Permit). Monitor renewal schedules and ensure timely compliance with local government and building requirements.

Key Achievements:

Conducted product knowledge seminars to realty firms. Assisted clients with property purchases, documentation, and site visits. Handled reception duties, customer complaints, and marketing correspondence.