Job Summary
The Administrative Assistant is responsible for providing administrative, coordination, documentation, and operational support to management and the company. The position requires a highly organized, reliable, detail-oriented, and proactive individual who can independently follow up on pending matters and ensure that administrative tasks are completed accurately and on time.
Key Responsibilities
1. Administrative Support
- Handle day-to-day administrative tasks and office documentation.
- Prepare, organize, and maintain company records, files, forms, and reports.
- Encode and update company data, records, and spreadsheets.
- Prepare documents, letters, quotations, reports, and other administrative materials.
- Monitor deadlines, renewals, permits, and other administrative requirements.
2. Branch & Operations Coordination
- Coordinate with branch employees, supervisors, suppliers, and other personnel.
- Follow up on branch requests, concerns, deliveries, documents, and pending tasks.
- Consolidate reports from different branches and submit them to management.
- Monitor whether assigned tasks are completed within the required timeline.
- Immediately escalate operational problems, discrepancies, or urgent concerns to management.
3. Inventory & Purchasing Support
- Assist in monitoring inventory records and stock movements.
- Encode and maintain delivery, receiving, and inventory documents.
- Coordinate purchase requests and supplier orders as instructed.
- Compare requested quantities against actual deliveries and report discrepancies.
- Maintain organized supplier records and purchasing documentation.
4. Accounts & Financial Administration
- Assist in monitoring Accounts Receivable and Accounts Payable records.
- Record payments, deposits, expenses, and other financial transactions as instructed.
- Organize invoices, receipts, delivery receipts, and other supporting documents.
- Follow up on outstanding payments and required documents.
- Coordinate with accounting personnel when necessary.
5. HR & Employee Administration
- Maintain employee records and personnel files.
- Assist with attendance, schedules, leave requests, and other employee documentation.
- Assist in onboarding and processing requirements of new employees.
- Coordinate employee concerns and forward matters requiring management action.
- Help ensure employees comply with company administrative requirements and policies.
6. Management Support
- Assist the Owner/Management with administrative and operational tasks.
- Maintain a list of pending tasks and follow-ups.
- Provide regular updates on outstanding matters without waiting to be asked.
- Research information, obtain quotations, contact suppliers, and coordinate with third parties when assigned.
- Handle confidential company information responsibly.
Proactivity & Communication Expectations
The Admin Assistant is expected to actively monitor pending tasks and provide timely updates to management.
The employee should:
- Acknowledge important instructions and requests promptly.
- Follow up on matters without requiring repeated instructions.
- Inform management immediately when a task cannot be completed on time.
- Provide status updates on pending matters.
- Identify problems or missing information and raise them proactively.
- Maintain professional communication with management, employees, suppliers, and third parties.
The position is not limited to performing tasks only when specifically reminded. The employee is expected to exercise reasonable initiative and follow-through within the scope of the position.
Qualifications
- At least Senior High School graduate; college graduate preferred.
- Previous administrative, office, accounting assistant, HR, or operations experience is an advantage.
- Proficient in Microsoft Excel/Google Sheets and basic office applications.
- Good written and verbal communication skills.
- Highly organized and detail-oriented.
- Able to handle multiple tasks and deadlines.
- Trustworthy and able to handle confidential information.
- Proactive, responsive, and capable of working with minimal supervision.
- Willing to coordinate with multiple branches and personnel.
Performance Indicators
You can measure the Admin Assistant based on:
- Accuracy of records and reports
- Timeliness of administrative tasks
- Responsiveness to management and branch concerns
- Follow-through on pending tasks
- Organization of documents and records
- Proactivity in identifying and escalating problems
- Reliability in meeting deadlines
- Confidentiality and professionalism
Pay: From Php18,000.00 per month
Work Location: In person