Executive Assistant

🕒 6 days ago

🇵🇭 Philippines – Remote

⏰ Full Time

🟡 Mid-level

🟠 Senior

👨‍💼 Executive Assistant

👻 Ghost score 25%

What it means: how likely this posting is sitting open without active hiring.How to read it: 60% or higher means we think this is a ghost. Lower scores are less of a worry.How we score it: age, reposts, open roles vs team size, how fast jobs close, and whether pay is listed.Fine print: an estimate from public data, not a judgment of the company. Real jobs can score high, so treat it as a hint, not a fact.

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Outsourcey

WebsiteLinkedInAll Job Openings

201 - 500 employees

Founded 2024

🤝 B2B

🛍️ eCommerce

B2B • eCommerce • IT outsourcing

Outsourcey is a leading remote staffing agency specializing in connecting businesses with skilled offshore talent. They simplify the outsourcing process for companies ranging from startups to Fortune 500 firms, offering flexible staffing solutions without long-term contracts or setup fees. By leveraging a vast network of qualified professionals, Outsourcey helps clients reduce operational costs while improving efficiency and scalability, ensuring that businesses can effectively meet their project demands across various industries.

📋 Description

• 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 appropriate next steps • Draft, send, and manage professional email communications • Create tasks from incoming calls and emails and ensure appropriate follow-up • 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 property-management activities • Maintain accurate homeowner, property, vendor, and association information in company systems • Upload, organize, retrieve, and maintain association documents and records • Coordinate vendor and contractor bid processes • Request, collect, organize, review, and compare vendor bids • Research vendors and contractors and verify licenses, insurance, and compliance documentation • Maintain vendor records, certificates, bids, contracts, and supporting documents • Coordinate vendor access to association properties • Track vendor projects, scheduling, completion, documentation, and outstanding items • Assist with HOA board election administration, schedules, notices, milestones, and records • Attend association board meetings through Zoom when requested • Take board meeting minutes and document decisions, action items, responsibilities, and follow-up requirements • Assist with scheduling board meetings and coordinating meeting information • Prepare and distribute disclosure packets and association document packages • Organize, combine, separate, rename, and review PDF documents for completeness and accuracy • Maintain organized digital files for each association • Create and maintain spreadsheets for bids, projects, elections, property information, records, and operational tracking • Perform basic data entry and maintain accurate records across company systems • Assist with bank reconciliations, basic financial tracking, invoices, and financial documentation • 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 on projects, homeowner requests, vendor activity, elections, and 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 work toward resolution • Handle homeowner, financial, vendor, board, and association information professionally and confidentially • Take ownership of assigned responsibilities through final completion

🎯 Requirements

• Minimum 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 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 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 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 • Commitment to staying with the company long term

🏖️ 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