Administrative Assistant in Horizontal Property

Description

Job Summary: We are seeking an organized, empathetic, and proactive Administrative Assistant for Horizontal Property to support daily operations and customer service. Key Highlights: 1. Continuous training on horizontal property regulations and internal tools 2. Collaborative environment focused on service 3. Opportunity for advancement to Administrative Coordinator We are looking for an Administrative Assistant for Horizontal Property with a strong focus on customer service, based at our main office in Sabaneta. This role requires an organized, empathetic, and proactive individual skilled in handling calls, messages, emails, and requests from residents and the Board of Directors, while maintaining clear, timely, and respectful communication. **Purpose of the Position** Ensure the daily administrative operation of co-owned properties, delivering close and effective customer service, coordinating suppliers, and supporting the agile resolution of incidents and coexistence conflicts. **Responsibilities** * **Customer Service:** Handling complaints, inquiries, and suggestions (PQR) via WhatsApp, email, and phone; tracking and timely closure of cases. * **Supplier Coordination:** Requesting quotations, comparative analyses, scheduling services, verifying compliance, and closing cases with supporting documentation. * **Help Desk / Incidents:** Registering, prioritizing, and tracking incidents (e.g., damages, cleaning, security, common areas) until resolution. * **Coexistence:** Supporting management of **coexistence conflicts** (e.g., noise, pets, parking), issuing summonses, preparing minutes, and sending respectful communications. * **Communication and Writing:** Drafting circulars, notices, meeting minutes, and formal responses with **excellent spelling and clarity**. * **Administrative Support:** Managing correspondence, digital archiving, and updating resident/owner and supplier databases. * **Events and Reservations:** Managing reservations for common areas, inventories, and usage regulations. * **Accounts Receivable / Billing Support:** Sending account statements, payment reminders, and receiving supporting documents (no accounting function). * **Operational Reporting:** Preparing KPI reports on PQR resolution, supplier performance, and incident status for Management/Board; preparing management reports. **Requirements** * **Education:** Technical or technological degree in Administration, Secretarial Studies, Business Management, or related fields. * **Experience:** 1–2 years in administrative or customer service roles; **preferred** experience in horizontal property. * **Key Skills:** **Clear, timely, and respectful communication** (oral and written). **Excellent writing and spelling.** Conflict management using active listening and agreement-oriented approaches. Organization, follow-up, and multitasking abilities. * **Tools:** Microsoft Office (Excel, Word), WhatsApp Business, email; knowledge of horizontal property software or help desk systems and Canva is preferred. * **Valued Knowledge:** Horizontal property regulations, coexistence manuals, basic security and maintenance procedures. **Competencies** Customer Orientation **Empathy** Problem Solving **Basic Negotiation** Teamwork **Order and Attention to Detail** Confidentiality. **KPIs for the Role** * Percentage of PQR cases closed within defined **SLAs**. * Resident satisfaction (NPS/survey) regarding communications and resolutions. * Supplier performance (timeliness, supporting documentation, quality). * Timeliness and quality of notices/minutes (no rework required). **Benefits** * Training on horizontal property regulations and internal tools. * Collaborative environment focused on service. * Opportunity for advancement to **Administrative Coordinator**. Employment Type: Full-time Experience: * Customer service: 1 year (Preferred) * Horizontal Property: 1 year (Preferred) * Supplier Management: 1 year (Preferred) Work Location: On-site employment