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Administrator

Job Description

We are seeking a reliable and detail-oriented Administrator to join our growing offshore team. This role supports an Australian strata management business in managing lot owner arrears across a portfolio of owners corporations, ensuring timely follow-up and accurate record-keeping in accordance with the Owners Corporations Act 2006 (Vic) and associated regulations.

You will work closely with our Australian-based strata managers and existing offshore team to monitor outstanding levies, manage arrears workflows, and maintain clear and compliant records. A key part of this role is ensuring that owners corporations have sufficient funds to meet their outgoings, working collaboratively with the Accounts Administrator to keep financial positions accurate and up to date. On-the-job training will be provided by both Australian strata managers and experienced offshore team members.

The successful candidate will work Australian business hours while observing Philippine public holidays, joining an established and collaborative offshore team of seven.

Job Title

  • Administrator

Work Schedule
  • Day Shift
Job Qualifications/Requirements
  • Essential:
    • Strong written and verbal English communication skills, including the ability to write clear and professional correspondence to lot owners.
    • Demonstrated experience in an administrative, accounts, or customer-facing role requiring high levels of accuracy and follow-up.
    • Confident working with financial data and maintaining accurate records across multiple accounts or portfolios.
    • Ability to manage a high volume of tasks and prioritise effectively within established workflows.
    • Comfortable working Australian business hours as part of a collaborative team.
  • Desirable:
    • Experience supporting an Australian business or accounting environment.
    • Familiarity with strata management, property, or real estate administration.
    • Experience using strata management software or similar cloud-based business systems.
    • Understanding of levy administration or debt follow-up processes.
Job Responsibilities
  • Arrears Monitoring and Follow-Up:
    • Monitor lot owner levy accounts and identify overdue balances across the portfolio.
    • Issue arrears notices in accordance with internal workflows and timeframes set under the Owners Corporations Act.
    • Conduct follow-up communications with lot owners via email and written correspondence regarding outstanding levies.
    • Maintain accurate records of all arrears contact, responses, and payment arrangements.
    • Escalate unresolved arrears to the responsible strata manager in a timely manner.
  • Payment Plans and Owner Communication:
    • Assist with setting up and monitoring approved payment arrangements for lot owners in arrears.
    • Send reminders and track compliance with agreed payment plans.
    • Communicate clearly and professionally with lot owners, responding to levy-related queries and directing complex matters to the relevant strata manager.
  • Levy and Financial Administration:
    • Prepare and issue quarterly levy notices to lot owners accurately and in accordance with approved levy schedules.
    • Cross-reference levy schedules against payment records to ensure arrears balances are accurate and up to date.
    • Record receipts, adjustments, and relevant transactions accurately within the strata management software.
    • Assist with reconciliation of levy accounts and flag discrepancies for review.
    • Support month-end and financial reporting processes as required.
  • Compliance and Record-Keeping:
    • Ensure all arrears processes and correspondence comply with the Owners Corporations Act 2006 and regulations, including prescribed notice requirements.
    • Maintain well-organised and audit-ready records of arrears activity, notices issued, and payment history.
    • Follow internal procedures and escalation protocols consistently across the portfolio.
  • Support to Strata Managers:
    • Provide arrears reporting and status updates to Australian-based strata managers on a regular basis.
    • Assist managers in preparing arrears information for committee meetings, AGMs, or debt recovery referrals.
    • Liaise with managers regarding owner disputes, hardship considerations, or accounts requiring legal escalation.
  • Team Collaboration:
    • Work as part of an established offshore administration team of seven.
    • Communicate effectively with both offshore colleagues and Australian-based staff.
    • Work closely with the offshore Accounts Administrator to monitor the financial position of owners corporations and ensure sufficient funds are available to meet outgoings.
    • Follow internal procedures and maintain consistency in arrears workflows.
    • Contribute to ongoing improvements in arrears management processes and systems.

To Apply, please create your profile at app.wrkpod.com for your application as this is part of the new application process, and click this link for the job details: here

All successful applicants will be stationed in our office at DUMAGUETE CITY.

Good luck and God Bless!