IT Admin Assistant (Cebu-ONSITE)

Position Summary

The position ensures smooth day-to-day administrative operations and supports IT leadership with organizational and accounting-related tasks.

1. Invoice & Financial Processing

• Process approximately 262 telecom invoices monthly (~3,100 annually) using PaperSave.
• Handle 20–25 vendor invoices monthly for renewals (~180 annually).
• Investigate billing discrepancies and resolve 5–10 telecom-related issues per month.
• Reconcile IT credit card transactions and submit reports through ChromeRiver (~1,000 annually).
• Assist in maintaining and updating budget spreadsheets.

1. Procurement & Logistics Support

• Manage IT purchasing activities, averaging 50 purchases per month.
• Prepare ~30 FedEx shipments monthly (~20•–250 annually).
• Support shipping, receiving, and tracking of IT equipment and supplies.

1. IT Asset & Lifecycle Management

• Support asset lifecycle processes including:
• 60 asset disposals per year
• 80 asset transfers per year
• 30 CapEx requests annually
• Assist in tracking and documentation of IT assets.

1. Licensing & Vendor Coordination

• Coordinate approximately 100 software license purchases annually.
• Manage user access, renewals, and updates for platforms such as:
• Adobe
• Nitro
• Zoom
• Liaise with vendors regarding renewals, discrepancies, and purchase requirements.

1. Travel & Expense Coordination

• Arrange travel (flights, hotels, transportation) for IT personnel based on project needs.
• Assist employees with expense reporting and reconciliation.

1. Administrative & Organizational Support

• Maintain IT department phone lists and organizational charts.
• Provide administrative support for meetings, reporting, and documentation.
• Perform general administrative duties supporting IT leadership.

1. Special Projects & Reporting

• Support ad hoc and recurring projects assigned by IT leadership.
• Assist with accounting-related tasks, reporting, and reconciliation activities.

Qualifications

• Bachelor's degree in Business Administration, Accounting, IT, or related field (preferred).
• Proven experience in administrative support, finance coordination, or IT operations support.
• Minimum 1-2 years of IT-related administrative support experience required.

• Strong attention to detail and organisational skills
• Experience with invoice processing and financial systems
• Prior experience with invoice processing systems is mandatory.
• Ability to manage multiple tasks and deadlines
• Strong communication and coordination skills
• Proficiency in Microsoft Office (Excel, Outlook, etc.)
• Advanced Microsoft Excel proficiency including pivot tables is required.
• Experience with tools such as PaperSave, ChromeRiver, or similar systems (preferred)

• Works closely with IT, Finance, and vendors
• May handle time-sensitive tasks and month-end financial activities
• Works on a fully onsite setup in VSS Cebu site located at Robinsons Cybergate
• Follows typical US working hours

• High level of confidentiality and data accuracy
• Strong ownership of administrative and financial workflows
• Proactive approach to resolving discrepancies and supporting operations