Irish Caballes - Portfolio Assistant, Keystone Strata Group

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Work Background

FreelancePortfolio Assistant/Property Maintenance Coordinator

Sep. 2023AustraliaActed as the primary point of contact for all maintenance-related communications with property owners and agents, supporting a portfolio of approximately 2,500 lots with timely resolution of service issues. Managed the end-to-end coordination of reactive and preventive maintenance work orders using PIQ and ClickUp, including scheduling, follow-ups, and ensuring timely job completion by assigned vendors. Liaised with local councils to address municipal violations, ensure regulatory compliance, and manage services such as waste collection, graffiti removal, street signage maintenance, and tree pruning/removal. Oversaw vendor and contractor management functions, including vendor onboarding, quote sourcing, payment processing, and coordination of specialized repair Drafted and issued formal notices related to maintenance activities, tenant complaints, and compliance matters in alignment with legal requirements and internal procedures. Provided administrative support, including light bookkeeping, maintenance recordkeeping, and calendar management for Annual General Meetings (AGMs)

CrownpeakVendor and Compliance Specialist

Mar. 2023 - Nov. 2024Denver, Colorado, United StatesSupported the UK Data Protection Act (DPA) project by updating the contract repository and distributing compliance assessments to vendors to meet regulatory requirements. Processed subject rights requests (DSARs) in Evidon and Salesforce. Maintained accurate and up-to-date vendor documentation, including Data Protection Impact Assessments (DPIAs), contracts, and Non-Disclosure Agreements (NDAs), vendor privacy and security policies, compliance certificates, NDAs, Data Processing Agreements (DPAs), and penetration test reports. Reviewed existing contracts to ensure proper categorization and migration to the designated system (OneTrust) Conducted due diligence reviews and risk assessments (OneTrust) Administered privacy management tools such as OneTrust, including configuration, template management, and data entry. Collaborated with the Compliance team to develop and implement a Vendor Management Program. Provided administrative support during audits and regulatory reviews.

Hawai'i UnifiedVirtual Account Manager Assistant

Mar. 2022 - Jan. 2023Waianae, Hawaii, United StatesManaged the full lifecycle of reactive and preventive maintenance work orders, ensuring accurate and timely entry into the company’s CRM and workflow management systems for streamlined task tracking and execution. Coordinated vendor scheduling and dispatch, ensuring timely and efficient execution of assigned maintenance tasks following client SLAs. Handled service documentation and completion reports, facilitating timely and accurate customer invoicing and supporting internal financial processes. Uploaded vendor estimates with applicable mark-ups and supporting documentation for Account Manager review and submission to the client, ensuring profitability and compliance with pricing structures.

Melbourne Owners Corporation ManagementProperty Maintenance Coordinator

Jun. 2021 - Sep. 2023Melbourne, Victoria, AustraliaActed as the primary liaison for all maintenance-related inquiries from property owners and agents, delivering responsive support across a portfolio of approximately 400 residential lots. Managed the full lifecycle of reactive and preventive maintenance work orders using PIQ and Jira, including job creation, vendor scheduling, progress monitoring, and follow-ups to ensure timely resolution. Coordinated with local councils to resolve municipal violations, ensure regulatory compliance, and oversee essential community services such as waste collection, graffiti removal, street signage repair, and tree pruning/removal. Handled all aspects of vendor management, including onboarding, quote sourcing, invoice processing, and coordination of specialized repair and capital improvement projects. Facilitated CCTV and surveillance support by retrieving and sharing footage with residents and law enforcement to aid in investigations and ensure property security. Drafted and distributed formal notices related to maintenance activities, tenant issues, and regulatory compliance, ensuring accuracy and alignment with legal and community standards. Provided comprehensive administrative and operational support, including light bookkeeping, maintenance recordkeeping, and documentation management to support smooth day-to-day operations.

Seddiqi HoldingFacility Coordinator

Jun. 2014 - Apr. 2021Dubai, United Arab Emirates-Processing of mall, loading bay and police permits (For Dubai and Northern Emirates) for Retail Facility, Projects, VM, IT, Logistics, Marketing team and contractors to carry out general maintenance works, reactive and preventive maintenance for 60+ stores across the UAE -Processing of Media, Photography, and Events permit and DTCM permit for in-store events. -Prepares Arabic NOCs for the processing of police permits and Arabic requests for mall NOCs for Abu Dhabi stores. -Contracts Management, Renew contracts for facilities management service providers such as HVAC, Pest control, Housekeeping, etc. -Review contract terms and work closely with internal legal department for contract terms review and approval. -Negotiate contract terms with vendor and obtain final sign off from vendor, internal legal department, and higher management. -Prepare DDC and LSRF to obtain Finance and Legal approval for new contracts and renewals. -Prepare framework, blanket and adhoc LPOs in SAP for facilities management, revise LPOs with discrepancies, work closely with approved departmental budget and obtain necessary approval from finance, if any additional budget is required for LPOs. -Obtain new vendor details and share with Finance department for the request of new vendor creation in SAP. -Review vendor’s SOAs and coordinate with Finance to follow up for vendor payments. -Reconcile police permit transactions against corporate credit card monthly statement and submit to Finance department for credit card payment. -Extracting dashboard reports depending on the requirement of FM and FS. -Archive all service reports, LPOs, Contracts, invoice copies, document transmittals, SIRA payments and SOAs. -Share Memos and notification received from malls and authorities to all relevant stakeholders. -Schedule store sterilization by coordinating with POS, Mall and vendor on monthly basis. -Creates and receives order for stationaries and pantry consumables in Ariba

MAF Dalkia Middle EastFacilities Coordinator

Jan. 2013 - Mar. 2014Dubai Internet CityOversaw daily operations of specialized floors, managing room bookings for the 45th-floor auditorium, media room, and 33rd-floor meeting rooms, ensuring smooth coordination and optimal utilization of shared spaces. Utilized IBM Maximo to manage service requests, coordinating reactive and routine maintenance activities with MEP, housekeeping, pest control, and indoor plant service providers. Led Soft Services contract management on behalf of Emirates Integrated Telecommunications Co., PJSC (du), actively overseeing vendor performance during the mobilization of two major contracts. Monitored SLAs and KPIs to ensure service quality and compliance. Generated dashboard reports (bi-weekly, monthly, and bi-monthly) for Hard and Soft Services teams, providing performance insights and supporting operational decision-making. Handled basic accounting tasks, including invoicing for ad hoc jobs and materials used under Hard Services, and performed subcontractor invoice reviews to ensure billing accuracy before submission to the client.

MAF Dalkia Middle EastSoft Services Coordinator

Oct. 2011 - Jan. 2013Dubai Internet CityPrepares the bi-weekly, monthly and bi-monthly Soft Services call analysis report and other ad hoc reports as required by the client -Calls management, monitors service requests logged under Soft Services in Maximo -Liaises with client and sub-contractors under the Soft Services portfolio for any issues related to client requests, invoicing, consumables, cleaning, pest control and indoor plants maintenance -Monitors and ensures that the orders placed for consumables are within the monthly budget allocated -Prepares the petty cash expense report for Soft Services -Prepares proposals and ad hoc requests for approval -Responsible in monitoring and timely billing of ad hoc services to the client

Magrabi Hospitals & Centers UAEAdministrative Assistant

May. 2009 - Oct. 2011Dubai Health Care City, DubaiAdministered employee benefits, including processing of leave applications, airfare entitlements, and end-of-service benefits for hospital staff, ensuring compliance with company policy and labor regulations. Managed government relations activities, including work visa processing, visa renewals and cancellations, and renewal of commercial and trade licenses, coordinating with regulatory authorities to ensure legal compliance. Oversaw contract administration and supported facility management by liaising with external contractors such as IDAMA, EMCO, and AUS to coordinate MEP services, housekeeping, and maintenance of medical and office equipment. Handled corporate travel and hospitality arrangements, organizing hotel bookings, restaurant reservations, and travel itineraries for employees and VIP guests. Managed office and pantry procurement, ensuring timely sourcing and replenishment of office supplies and consumables to support day-to-day operations.

Profile PropertiesAdministrator

Sep. 2007 - Apr. 2009P5 Marina Terrace, Dubai MarinaManaged and updated the leasing database, maintaining accurate records of property listings, transfer status, and marketing requirements to support leasing operations and property availability. Extracted and analyzed property and leasing data from real estate software platforms such as AMLAKI, ensuring up-to-date and accurate reporting for internal and client use. Administered new lease agreements and renewal contracts, coordinating with tenants to ensure timely processing, compliance, and documentation. Coordinated directly with tenants regarding contract renewals, DEWA account issues, bounced cheques, snagging works, and replacement of payment instruments, ensuring effective resolution of concerns. Liaised with external real estate agencies and property developers to address and resolve customer complaints related to utility services and post-handover snagging. Handled petty cash transactions, prepared monthly expense reports, and ensured proper documentation of financial activities in accordance with company policy.

APAC Customer ServiceCustomer Service Representative

Oct. 2005 - Apr. 2007North Gate Cyber Zone Alabang, Muntinlupa, PhilippinesDelivered high-quality customer service support to American clients, including dental insurance members and healthcare providers, ensuring prompt and accurate resolution of inquiries. Provided detailed information regarding dental benefits, claims status, eligibility, coverage limitations, and explanation of benefits (EOBs) in compliance with HIPAA and company guidelines. Assisted clients with the resubmission of denied or pending claims, ensuring proper documentation and timely claims reprocessing when applicable. Accurately documented all client interactions, including issues raised, actions taken, and resolutions achieved, using internal CRM systems to maintain comprehensive service records.