Executive Assistant

Looking to take your career to the next level? Then this role is for you!

Join Outsourcey and be part of our mission to revolutionize global talent expansion! We connect businesses with dedicated full-time teams in the Philippines, offering cost-efficient solutions without compromising quality. Join us and help elevate businesses with complete control and comprehensive support, let's shape the future of work together!

Profile Requirements:

• Min 2.5 Years of Proven Experience as an Administrative Assistant, Executive Assistant, Office Administrator, Operations Coordinator, Property Management Assistant, or similar support role
  
• Property management, HOA, community association, or real estate experience is strongly preferred
  
• Experience using Buildium is a major plus
  
• Strong administrative and operational support experience
  
• Excellent written and verbal communication skills
  
• Professional and confident phone presence
  
• Comfortable communicating directly with homeowners, board members, vendors, contractors, and service providers
  
• Strong customer service skills and ability to communicate professionally with frustrated or concerned homeowners
  
• Exceptional organizational skills and attention to detail
  
• Ability to manage multiple associations, projects, deadlines, and responsibilities simultaneously
  
• Strong follow-through and ability to ensure open tasks are completed
  
• Experience coordinating vendors and requesting or comparing bids is preferred
  
• Comfortable researching vendors and reviewing online information and customer feedback
  
• Experience organizing contracts, insurance documents, licenses, PDFs, and other business records
  
• Comfortable using spreadsheets for tracking projects, bids, deadlines, and property information
  
• Experience taking meeting minutes and documenting action items is preferred
  
• Strong PDF and digital document-management skills
  
• Comfortable learning and navigating property-management software and other online platforms
  
• Basic bookkeeping, accounting, bank reconciliation, or financial administration experience is a plus
  
• Bilingual English/Spanish communication skills are a strong plus
  
• Tech-savvy and comfortable learning new software and systems
  
• Strong problem-solving abilities and ability to determine appropriate next steps
  
• Dependable, proactive, responsive, and capable of working independently
  
• Ability to manage recurring responsibilities without requiring constant reminders or oversight
  
• Strong discretion when handling confidential homeowner, board, vendor, and financial information
  
• Looking for someone who is committed to staying with the company long term
  

Core responsibilities:

• Answer incoming phone calls from homeowners, association board members, vendors, contractors, and service providers
  
• Respond professionally and empathetically to homeowner questions and requests
  
• Determine the nature of inquiries, gather relevant information, and coordinate the appropriate next steps
  
• Draft, send, and manage professional email communications with homeowners, board members, vendors, and internal team members
  
• Maintain excellent spelling, grammar, professionalism, and clarity in written communications
  
• Create tasks from incoming calls and emails and ensure appropriate follow-up occurs
  
• Track unresolved homeowner, vendor, and association requests through completion
  
• Maintain accurate notes and records of conversations, requests, decisions, and follow-up items
  
• Use Buildium to manage association information, communications, records, documents, tasks, and other property-management activities
  
• Maintain accurate homeowner, property, vendor, and association information within company systems
  
• Upload, organize, retrieve, and maintain association documents and records
  
• Coordinate vendor and contractor bid processes
  
• Contact vendors by phone and email to request bids for maintenance, repairs, improvements, and association projects
  
• Provide vendors with the information necessary to prepare accurate proposals
  
• Collect, organize, review, and compare vendor bids
  
• Create organized bid comparisons and provide information to management or board members for review
  
• Follow up with vendors regarding outstanding proposals, questions, documentation, and project updates
  
• Research potential vendors and contractors using online resources, reviews, company websites, and other available information
  
• Verify vendor licenses, insurance coverage, and required compliance documentation
  
• Maintain organized vendor records, certificates, bids, contracts, and supporting documents
  
• Coordinate vendor access to association properties and communicate access instructions to the appropriate parties
  
• Track vendor projects and follow up regarding scheduling, completion, documentation, and outstanding items
  
• Assist with HOA board election administration
  
• Maintain election schedules, milestones, notices, and important deadlines
  
• Track governance timelines and other association-specific administrative deadlines
  
• Assist with preparing and distributing election-related documents and communications
  
• Maintain organized records of election activities and required documentation
  
• Attend association board meetings through Zoom when requested
  
• Take clear and accurate board meeting minutes
  
• Document decisions, action items, responsibilities, and follow-up requirements
  
• Organize meeting materials and maintain association meeting records
  
• Track action items resulting from board meetings and follow up with the appropriate parties
  
• Assist with scheduling board meetings and coordinating meeting information
  
• Prepare and assemble disclosure packets and association document packages
  
• Gather insurance policies, governing documents, disclosures, association records, and required supporting documents
  
• Organize PDFs and ensure disclosure materials are complete and properly formatted
  
• Combine, separate, rename, and organize PDF documents as needed
  
• Review document packages for completeness and accuracy before distribution
  
• Electronically distribute completed disclosure packets and other requested association documents
  
• Maintain organized digital files for each association
  
• Ensure governing documents, insurance information, meeting records, vendor documentation, and other important materials can be easily located
  
• Create and maintain spreadsheets for vendor bids, projects, election timelines, property information, association records, and operational tracking
  
• Perform basic data entry and maintain accurate records across company systems
  
• Assist with bank reconciliations and basic financial tracking when needed
  
• Review transactions and financial records for basic accuracy and identify discrepancies requiring additional review
  
• Assist with organizing invoices, financial documents, and supporting records
  
• Maintain calendars, reminders, deadlines, and recurring responsibilities across multiple associations
  
• Monitor outstanding tasks and proactively follow up before deadlines are missed
  
• Provide regular status updates regarding open projects, homeowner requests, vendor activity, elections, and other operational matters
  
• Support general property management and HOA administrative responsibilities
  
• Assist management with day-to-day operational tasks and special projects
  
• Identify missing information, incomplete documentation, or unresolved items and proactively work toward resolution
  
• Handle homeowner, financial, vendor, board, and association information with professionalism and confidentiality
  
• Take ownership of assigned responsibilities and consistently follow tasks from initial request through final completion
  

Benefits: Competitive salary Opportunity to shape the HR function of a rapidly growing BPO. Work closely with a team of industry leaders who have successfully scaled BPOs in the past. Career growth and development opportunities.

Please attach your CV and we will be in touch for a confidential chat. Let's do great things together!