Administrative assistant

Job Description

1. COMMUNICATES ON A REGULAR BASIS, WITH GOLF PLAYING RIGHTS HOLDERS LOCALLY AND INTERNATINALLY
2. OTHER DUTIES ASSIGNED 1. COORDINATION

• Perform all administrative duties required to support the daily operations of the Maintenance Department.
• Manage and maintain all departmental documentation including SOPs, PNPs, reports, logs, and general correspondence.
• Assist in developing and updating department files such as inventory registers, material usage logs, equipment checklists, and other operational documents based on information provided by the Superintendents.
• Organize and maintain an efficient filing and document control system—both digital and physical—ensuring accuracy, confidentiality, and accessibility.
• Prepare and consolidate monthly attendance reports for all maintenance staff.
• Handle incoming and outgoing calls and messages for the department in a professional manner.
• Manage and monitor all appointments, meetings, training schedules, and deadlines for the Superintendents.

1. MEETING SUPPORT

• Attend all maintenance meetings and accurately record minutes; distribute minutes to all concerned departments or individuals.
• Assist in coordinating internal and external meetings, including preparation of materials, documents, and reports needed by the Superintendents.

1. PROCUREMENT & OFFICE SUPPORT

• Coordinate with the Purchasing Department to follow up on Purchase Requests, maintain tracking logs, and ensure required forms are duly completed.
• Maintain adequate stocks of office supplies required by the Maintenance team.
• Support in organizing departmental activities, training sessions, and staff-related events.

1. DOCUMENTATION & REPORTING

• Format and finalize department SOPs, PNPs, manuals, and operational guidelines.
• Input, update, and maintain inventory files (equipment, materials, tools, supplies) based on data provided by the Superintendents.
• Assist in preparing monthly reports, summaries, and other departmental submissions.

1. OTHER DUTIES ASSIGNED

• Fully support the Superintendents with any reasonable administrative requests.
• Maintain strict confidentiality, accuracy, and professionalism in all aspects of the role.
• Ensure compliance with hotel and company policies, especially relating to safety, environmental responsibility, and ethical conduct.
• Participate in regular safety drills and be aware of emergency procedures.
• Maintain harmonious working relationships across all departments.
• Perform other tasks as may be assigned by the Superintendent or Management from time to time.

• Strong proficiency in Microsoft Office (Word, Excel, PowerPoint).
• Excellent document formatting, filing, and administrative organization skills.
• Ability to create and maintain structured documentation (SOPs, PNPs, logs).
• Strong attention to detail and accuracy.

• Effective oral and written communication skills.
• Good understanding of local languages is an advantage.
• Ability to communicate professionally with internal and external stakeholders.

• Highly organized, reliable, and proactive.
• Professional demeanor and strong sense of responsibility.
• Able to work positively in a team environment.
• Adaptable, cooperative, and able to meet deadlines consistently.

Qualifications/Requirements

Qualifications/requirements not specified

Work location

ANGELES CITY, PAMPANGA

Remarks

No additional remarks

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