Administrative Assistant - Quezon City

Job Summary:

The Administrative Assistant provides essential clerical and administrative support to ensure efficient operation of the office. This role involves handling a variety of tasks including documentation, scheduling, office coordination, and supporting staff and management in day-to-day operations.

Job Responsibilities:

• Administrative Support to Managers
• Assist in preparing and processing various documents, including purchase requests, liquidations, and reimbursement forms.
• Office Management
• Ensure the office remains clean, organized, and well-maintained.
• Manage meeting room bookings, schedule appointments, and coordinate staff and manager calendars.
• Monitor office supply levels, ensure equipment functionality, and arrange repairs when needed.
• Coordinate with Corporate Supply Chain and admin for office-related maintenance and procurement.
• Management of Reservation and Booking for Vehicle Services, Travels and Accommodation
• Reservation of company service vehicles and coordination of parking request for visitors, guests and consultants
• Coordination with Corporate Admin for Accommodation and Flight Booking
• Records Management (Safekeeping, Retrieval and Retention)
• Documentation and records keeping
• Maintaining of files, organization of records, retrievals and retention (archiving)
• Recording and distribution/issuance of related forms; updating of forms as needed
• Assistance during social activities/events
• Coordination during social activities, in consultation with HROD
• Assist with the procurement and preparation of training materials, communication tools, and event collaterals
• Assistance for the Security Billing
• Monitor and process security-related billing
• Coordinate with the security agency for billing details and confirm payment status

Qualifications:

• Graduate of Bachelor’s degree in Business Administration, Office Management, or any related field.
• At least 3 years of experience in an administrative or clerical role
• Strong organizational and time management abilities.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Trustworthy and able to maintain confidentiality.