Office Admin Assistant - San Juan
ABOUT ELEMENTO1412, INC.
Elemento1412, Inc. is a dynamic and fast-growing design and fabrication company. We bring creative visions to life, executing high-quality campaigns and events for leading brands. As we expand, we’re looking for talented professionals who thrive in fast-paced, detail-driven environments—and who are passionate about supporting operations behind the scenes.
JOB OVERVIEW
The Office Admin Assistant is a key support role within the Admin Office. The ideal candidate will assist management by ensuring the smooth day-to-day operations of the office. This includes managing administrative tasks, coordinating internal and external communications, handling logistics, and maintaining organized systems to support production timelines and administrative functions.
A proactive mindset, attention to detail, and ability to handle multiple priorities are essential.
KEY RESPONSIBILITIES
Administrative Support- Draft, format, and distribute internal memos, reports, and client correspondence
- Organize and maintain filing systems (digital and physical)
- Monitor and replenish office supplies and ensure proper functioning of office equipment
- Coordinate company permits, compliance documents, and renewals
- Other significant responsibilities that may be assigned from time to time.
- Serve as the first point of contact for calls, emails, and office inquiries to suppliers, and subcontractors on behalf of management
- Maintain accurate contact lists and communication records
- Support inter-departmental coordination, especially between production, finance, and creative teams
- Arrange domestic travel, accommodations, and transport for executives and staff
- Submit and track reimbursement claims and expense reports
- Process payment of office utilities, rentals, and other recurring expenses
- Assist in logistical planning for events, installations, and client meetings when needed
QUALIFICATIONS
Education:
- College Graduate
Experience:
- Minimum 6 months of relevant experience in a production, media, or advertising environment
- Prior exposure to high-pressure, deadline-driven work environments is preferred
Skills & Competencies:
- Strong written and verbal communication skills in English and Filipino
- Excellent organizational and multitasking abilities
- Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint) and Google Workspace
- High attention to detail and reliability in following through on tasks
- Professional demeanor, discretion, and ability to manage confidential information
- Customer service orientation and a collaborative attitude