Office Assistant for General Services

2 weeks ago

Makati City, National Capital Region, Philippines Ateneo de Manila University Full time
Office Assistant for General Services | Ateneo Graduate School of Business Center for Continuing Education

Posted 23 days ago and deadline of application is on 29 Jun

Recruiter was hiring 2 days ago

Job Description

Summary of Work Activities and Responsibilities

Under the direct supervision of the Administrative Support Services Group Head, the Office Assistant for General Services assists in the day-to-day services of the department by fulfilling various managerial and office support tasks. This position also provides transport-related duties as overseen by the Director's Office.

Main Duties and Responsibilities

  • Attends all incoming mail and outgoing official communication and packages of the CCE.
    • Sorts, records, and organizes communication and packages based on set categories and instructions.
    • Ensures that all the documents are properly distributed and treated with utmost confidentiality.
  • Prepares, delivers, and picks up materials (e.g., documents, parcels, payments, and other office items) as per job order, on-campus and off-campus, including to partner institutions/individuals.
    • Prepares materials for routing and sorts them according to the delivery route.
    • Devises and chooses the most efficient routes for delivery.
    • Maintains communications with senders and recipients.
    • Obtains signatures and receiving copies and records information to received and delivered materials.
    • Observe required special procedures in handling deliveries of confidential documents and payments.
  • Supports the Collections and Finance team in delivering Statement of Accounts (SOA) and collecting payments.
    • Checks the SOAs/Official Receipts (OR) for delivery including all needed attachments (e.g., COA/Goods Receipt/P.O. labeling), following a checklist.
    • Arranges with courier service the dispatch and pickup of materials to and from clients.
    • Collects check payments from clients
    • Deposits collected checks, emails deposit slips to the Office of the Bursar, and updates internal records/monitoring lists accordingly.
    • Assists in scanning, renaming, uploading ORs, and updates and files internal records in an organized manner (e.g., bills payment, CAS SOA monitoring).
    • Assists in responding to SOA, OR, and payment collection queries.
  • Provides general office or clerical functions for the Center.
    • Encodes, sorts, and files documents in an organized manner, as may be assigned.
    • Conducts weekly inventory of pantry and office supplies for stock replenishment.
    • Maintains an accurate record of daily activities (e.g., a summary of tasks, delivery receipts, JRS and Consignia, etc.).
    • Provides logistical assistance for CCE-sponsored activities
  • Performs other duties as may be required by the immediate supervisor and/or authorized representatives.
Minimum Qualifications

Knowledge, Skills, and Abilities

  • Communication Skills: Ability to communicate professionally with all types of personalities.
  • Interpersonal Skills: Ability to relate well with others and to maintain relations with cordiality and diplomacy.
  • Coordination Skills: Ability to proactively coordinate, mediate, and manage actions about others.
  • Organization and Prioritization of Work: Ability to effectively plan and coordinate the delivery of required outcomes, according to importance and urgency; Keen attention to details.
  • Time Management: Ability to demonstrate resourcefulness in setting priorities and proposing new ways of creating efficiencies.
  • Service Orientation: Actively looks for ways to help and relate well with clients and partners—pleasing, warm, patient, and respectful in dealing with people.
  • Technology Savvy: Ability to utilize computer, internet, photocopier, and multimedia system to accomplish tasks; comfortable with exploring new technologies.
  • Professional Driving Competence: Ability to safely transport people and materials to and from specified locations in a timely manner; Ability to perform both preventive and regular maintenance of vehicles; Ability to implement/coordinate accident or emergency procedures; Familiarity with Metro Manila roads and nearby areas.

Education and Experience Requirements

  • At least 2 years of relevant work experience
  • Previous experience as a motorized messenger for banks and collections

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The Ateneo de Manila University (Ateneo) is one of the leading universities in the Philippines. More than 150 years in existence, the Ateneo has grown into a major Jesuit institution. Officially it became a university in 1959. It offers over 100 academic degree programmes.Ateneo offers Basic Education (Grade School, Junior and Senior High School). In addition, the Loyola Schools (college) is made up of four schools (Social Sciences; Humanities; Science and Engineering; and Management) that offer graduate and undergraduate degrees, with a total enrolment of about 10,000 students per year. The Ateneo has 4 professional schools located in 3 campuses in Quezon City, Makati City and Pasig City (Business; Government; Law; and Medicine and Public Health), with about 4,000 professional postgraduate students.It has an array of research centres, 11 of which are recognized as Centres of Excellence by the Philippine Commission on Higher Education. In addition to a European Studies Programme, it has a Centre for Asian Studies that fosters comparative research on East and Southeast Asia.The Ateneo has 207 partnerships with universities around the world (82 in Europe, 87 in Asia, 11 in Australia and New Zealand, and 27 in North and South America) and is a member of the ASEAN Universities Network and 3 other international university networks. The Ateneo's Rizal Library is the most advanced in the Philippines with over 307,000 titles in its collection and online access to most major academic journals.

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