Administrative Assistant

Our Company

At DOXA, we are dedicated to connecting businesses with top-tier talent across various industries. Our mission is to deliver innovative solutions that drive exceptional outsourcing services, enabling companies to expand their teams and grow their operations seamlessly.

What sets DOXA apart is our commitment to fostering a vibrant and supportive team culture. Join us and be part of a culture that prioritizes your happiness and well-being, ensuring you thrive both personally and professionally.

The Role

As an Administrative Assistant you will provide administrative support to ensure the efficient operation of the assigned portfolio. You will communicate effectively with your respective supervisor and assist them in managing their portfolios. This role is expected to have a strong understanding of time management and prioritization skills. Most of the work performed will require this role to navigate proficiently through Yardi Voyager to complete deadline-driven tasks.

Location: Must be in Philippines – Remote.

Environment: Philippines and International Teams.

Language: Advanced English (B2+ to C1)

Timezone: Monday–Friday, 8:00 AM – 5:00 PM Pacific Time, follows Philippine holidays

Contract: Full Time

Requirements

• Education: Bachelor's degree in a related field
• Experience:
• At least 3-5 years of experience as an Administrative Assistant
• Skills:
• Proficient in Microsoft Word, Excel, Outlook, and SharePoint/Teams
• Preference for those with Yardi Experience
• A background in property management support is preferred
• Strong organization, oral and written communication skills
• Analytical skills with particular attention to detail
• Ability to function in an autonomous environment—independent worker, self-directed
• Characteristics:
• Highly Organized. You naturally create systems and processes that keep information accurate, accessible, and easy to manage.
• Detail-Oriented. You catch small errors before they become larger problems and ensure documentation is accurate and complete.
• Proactive Communicator. You follow up when information is missing, clarify details when needed, and keep supervisors informed.
• Reliable and Accountable. Supervisors trust that assigned tasks will be completed accurately and on time.
• Comfortable with Systems and Technology. You enjoy working with platforms like Yardi, Outlook, Teams, and Excel to manage workflows and data.
• Service-Minded. You understand that the work ultimately supports affordable housing communities and the residents who live there.
  

Responsibilities

• Manage deposits on a weekly basis and ensure checks are mailed out per the security deposit accounting process. Ensure dispositions with amounts due over $100 are forwarded processed for collections.
• Communicate with all levels of staff via phone, Outlook, and Microsoft Teams
• Create and save documents via SharePoint/Teams
• Use Microsoft Excel and Microsoft Word to sort data
• Provide administrative support to regional property supervisor
• Assist with administrative onboarding of new properties and new vendor setup
• Assist with administrative offboarding and closing out properties
• Process rent payments
• Forward incoming invoices to property manager and process upon request
• Prepare monthly expense reports for the supervisor
• File, type, copy, and scan documents
• Organize and schedule meetings and appointments as directed by the supervisor
• Screen calls from residents, vendors, and managers