[ref. q29922000] Admin Support

The position requires strong organizational skills, attention to detail, and the ability to coordinate with multiple stakeholders (internal staff, vendors, and contractors)

1. Administrative & Documentation Support

• Prepare, process, and track Request for Payment Forms (RPFs), permits (DOLE, BFP, BCEO), and related financial documents.
• Manage the creation, scanning, archiving, and disposal of official documents, certificates, and records in SharePoint
• Maintain updated organizational charts, bulletin boards, calendars, and whereabouts for Operations staff.
• Support creation, formatting, and binding of reports, presentations, and training materials.
• Facilitate transmittals, courier, and distribution of documents, permits, and supplies.

1. Training & Certification Coordination

• Organize and administer training programs (PTW, PICWS, H2S, and other refresher or face-to-face sessions).
• Send training and exam links, monitor attendance and results, and communicate pass/fail status to activity owners and sponsors.
• Update personnel records in OPLAN and issue certificates for successful participants.
• Coordinate with facilitators, vendors, and staff for logistics, training rooms, and required supplies.

1. Reporting & Monitoring

• Generate routine reports and verify for accuracy and completeness before submission to stakeholders.
• Maintain and update Power BI / Excel dashboards, trackers, and monitoring files.
• Manage and monitor inventory of PPE, tokens, prizes, and office supplies.
• Support procurement processes (quotation requests, GENWO/PO creation, vendor coordination).

1. Logistics & Office Events Support

• Coordinate logistics requirements for meetings, workshops, and Operations events (venue booking, food orders, transport arrangements).

1. Personnel & Records Management

• Create and update OPLAN profiles for personnel, including certificates and training validity dates.
• Monitor compliance of Prime Energy staff to Site pre-mobilization requirements and certifications.
• Update the SWP core crew rotation schedule in OPLAN.
• Provide regular updates to activity owners and sponsors on compliance and outstanding requirements.

Qualifications:

• Bachelor’s degree in Business Administration, Office Management, or related field.
• Minimum 2 years of experience in administrative support, preferably in operations, energy, or related industries.
• Proficiency in MS Office (Excel, Word, PowerPoint) and familiarity with SharePoint, and reporting tools.
• Experience in organizing big meetings and events
• Experience in documentation, logistics coordination, and training support is an advantage.
• Working knowledge in SAP procurement process and Power BI is a plus.
• Highly organized with the ability to manage multiple tasks and deadlines
• Ability to generate, consolidate and reconcile reports with high accuracy.
• Effective communication and coordination skills (verbal and written).
• Professional demeanor with the ability to interact across all levels of organization.
• Strong coordination skills with proactive approach to follow ups and stakeholder updates.
• Ability to work under pressure and meet deadlines.
• Can work with minimal supervision.
• Confidentiality and discretion in handling sensitive information.