Cynthia Hipolito

Contractor Compliance Officer
Detail-oriented professional with strong expertise in access device coordination, contractor compliance, repairs and maintenance support, and building compliance. Proven ability to manage contractor communications, ensure regulatory adherence, process orders end-to-end, and maintain accurate records while delivering excellent customer service. Recognized for strong organizational skills, reliability, and effective stakeholder communication.

Key Responsibilities
Access Device Management
Act as the primary point of contact for keys, fobs, and remotes
Coordinate orders from quotation through to delivery and completion
Liaise with contractors and building managers to ensure smooth execution
Generate invoices and ensure accurate levy allocations

Contractor Compliance Management

Ensure contractors meet compliance requirements including licenses, insurance, and certifications
Review and maintain contractor documentation and records
Monitor contractor approvals and ensure adherence to company and regulatory standards
Coordinate with contractors to obtain updated compliance documents when required
Escalate non-compliance issues and track resolution

Repairs & Maintenance Support

Request and review quotations for maintenance works
Prepare proposals for approval and coordinate follow-ups
Track contractor responses and ensure timely completion of jobs

Client & Committee Communication

Maintain professional communication with tenants, owners, and committees
Provide clear updates on maintenance progress and access system upgrades
Draft correspondence and reports as needed

Administration & Record Management

Maintain accurate records of invoices, quotations, contractor compliance, and communications
Verify unit ownership and update system records
Resolve device faults, discrepancies, and order issues

Customer Service

Deliver prompt, courteous, and solution-focused responses
Manage expectations during delays or service disruptions

Building Compliance Support

Review contractor reports and identify compliance issues
Update records, escalate defects, and coordinate necessary works
Monitor follow-ups to ensure compliance requirements are met

Training & Mentorship

Support onboarding and training of new staff
Share knowledge and provide guidance to team members

Procurement & Supply Management
Versatile procurement professional with experience in sourcing, purchasing, and managing supplies across multiple departments, ensuring timely delivery, quality assurance, and cost efficiency. Skilled in supplier negotiation, logistics coordination, and special project management, including the successful establishment of a clinic.

Key Achievements & Responsibilities:

• Real Estate Department: Managed procurement and supply of furniture, appliances, and equipment for ~1,200 condo units. Coordinated with suppliers and maintenance teams for delivery, installation, and repairs. Implemented scheduling systems for efficient logistics.
• Property Department: Sourced and purchased office furniture, supplies, and IT-related fixed assets for operational needs.
• Supermarket Department: Identified reliable suppliers for Japanese food and beverages, prioritizing local sourcing to minimize imports. Managed procurement for high-demand products.
• Hotel Department: Negotiated long-term supplier agreements for housekeeping and kitchen needs. Procured furniture, utensils, and essential supplies, overcoming language barriers in supplier communications.
• Engineering Department: Procured construction materials for maintenance and renovation projects.
• Clinic Establishment: Oversaw setup of a hotel clinic, procuring medical equipment and managing inventory for essential items including AEDs, oxygen systems, and mobility aids.

Customer Support & Technical Assistance
Provide prompt and professional assistance to customers regarding telecommunications services, including phone, internet, and mobile plans. Troubleshoot and resolve technical, connectivity, and billing issues, ensuring timely problem resolution.

Product & Service Expertise
Maintain up-to-date knowledge of products, plans, and technology to effectively address inquiries and recommend suitable solutions. Identify opportunities to upsell or cross-sell additional services to enhance customer experience.

Billing & Payments
Assist customers with billing inquiries, explain charges, process payments or refunds, and arrange payment plans when required.

Complaint Resolution & Compliance
Handle customer complaints professionally, ensuring compliance with company policies, data privacy standards, and telecommunications regulations.

Documentation & Communication
Accurately record customer interactions for tracking and quality assurance. Communicate service updates, outages, and changes clearly and effectively.

Customer Education
Guide customers in setting up equipment, managing accounts online, and troubleshooting common issues to maximize service efficiency.

• Work Duties & Responsibilities
• Finance Manager, Bookkeeping, Accounting, Audit, Purchasing, Payroll, POS, Wix Restaurant Website Management.

Bookkeeping & Accounting
Manage bookkeeping, audits, account reconciliation, and financial transactions, including expenses, reimbursements, payables, and utility bills.

Operations Management
Oversee daily operations, including procurement and importation of IT equipment, as well as payroll processing.

Recruitment & Team Building
Recruit, build, and manage a Philippine-based team of developers, project managers, and quality assurance specialists.

Social Media Management
Plan, create, and manage social media content, engagement, and brand presence.

Email & Correspondence
Handle internal and external communications via email.

Administrative Support
Perform general administrative tasks, including document management, scheduling, and organizational coordination.

Reporting
Provide regular reports to the CEO and the accounting department in the Singapore branch.

Team Supervision
Supervise remote staff, ensuring productivity, quality of work, and alignment with organizational goals.

• Work Duties & Responsibilities
• Answer all inbound phone calls and answer all inquiries and transfer to an appropriate staff member
• Assist in recruitments
• Assistant event coordinator (Inviting Architects, Engineers, Construction Firms and Suppliers through phone call and email) (Searching for the venue, catering, and technical supplier).
• Manage the filing, storage, and security of documents
• Update Account Management System such as Purchase Journal, payments on a daily basis, Ensure the filing of Check Vouchers.
• Releasing checks
• Preparing and mailing renewal letter
• Ensure all office types of equipment are maintained and serviced in accordance with service agreements
• Monitor subscription of magazines due for delivery/release
• Monitor delivery of BCI Publications (FuturArc, Arc@. Greening Asia, Etc.) to research partners
• Maintain and monitor accurate book inventory
• Office and Pantry supplies inventory
• Canvassing and Purchase Order
• Prepare Gate Pass, Transmittal
• Input quotation for BCI Asia Information Services by sales team member
• Process Order Sales, payments and generate invoice research for architects’ firms, interior designers for publishing competition
• Coordinate with the courier for domestic and international shipment of documents and parcels.
• And ad-hoc tasks (with an event team, researchers and sales).

• Job Description:
• Maintain and update all related documentation and employees files
• Calling and Receiving calls
• Data Entry, Scanning, Filing
• Ensure that the office is well maintained, organized, neat and conducive to working
• Facilitate in the statutory and government compliance of the company such as Barangay, City Hall, SEC, BIR, SSS, and Others.
• Record, Opens, reads, and distributes incoming mail and other materials
• Prepare/monitor /replenish petty cash reports / Expense reports of employees
• Monitors all transactions in Philippine branch (Payments, Billing Invoice, PO)
• Assisting HR/Accounting / and Office Manager such as payroll, attendance, Office supplies, prepare billing invoices.
• Orders and dispense supplies
• Process Leave Records
• Generate Invoice and send reports
• Submit Billing Invoice to Clients
• Process all the collections from clients
• Inventory of Office Supplies
• Prepare all documents for Signatory
• Assist visitors and clients for what they need (inquiries)
• Prepare Transmittal for all documents /goods, materials

• On the Job Training
• Southern Mindoro District Engineering
• Department of Public Works and Highways (DPWH)
• Dangay Roxas, Oriental Mindoro
• Position: Database Encoder in Accounting Department

• Dedicated and detail-oriented professional with experience in access device coordination, repairs and maintenance support, and building compliance. Proven ability to manage contractor communications, process orders, and maintain accurate records while delivering excellent customer service. Seeking to contribute administrative and operational expertise in a dynamic property or building services team.
• Responsibilities:
• Access Device Management
• Serve as the main point of contact for all access device-related matters (keys, fobs, remotes).
• Coordinate and process orders for access devices, including quotation requests, committee or manager approvals, invoicing, and delivery follow-ups.
• Liaise with contractors, locksmiths, and building managers to confirm compatibility and arrange programming or replacement.
• Provide regular updates to clients regarding order progress, delays, and availability.
• Generate and issue invoices, and ensure accurate levy account charges for unit owners.
• Repairs & Maintenance Support
• Assist the Repairs & Maintenance team by requesting quotations from contractors and suppliers.
• Prepare and submit proposals to the assigned Community Manager and designated pods for approval.
• Track contractor responses and follow up to ensure timely communication and escalation where needed.
• Client & Committee Communication
• Maintain professional communication with tenants, owners, and committees regarding access, maintenance requests, and approvals.
• Draft clear, well-structured emails for committee updates, maintenance decisions, and access system upgrades.
• Administrative Duties
• Maintain accurate records of invoices, reimbursements, quotations, and contractor communications.
• Follow up on pending requests, coordinating with the finance team, building managers, and service providers.
• Verify unit ownership prior to issuing any devices and resolve issues involving incorrect or faulty devices.
• Customer Service
• Deliver professional, timely, and courteous responses to internal and external inquiries.
• Manage client expectations effectively through clear, proactive communication—especially during delays or service issues.
• Building Compliance Support
• Support the Building Compliance team by reviewing contractor reports, uploading documents, and updating internal records.
• Identify and escalate property defects to the Repairs & Maintenance team for immediate attention.
• Coordinate with contractors to obtain quotations for reported defects and submit proposals to the Repairs & Maintenance team and Community Manager.