Administrative Staff

2 weeks ago


Pasig, National Capital Region, Philippines Manila Electric Company Full time

The Administrative Staff is responsible for performing and managing the resource, logistics, records, internal process, contract administration, supply and inventory managements to support the organization.

  • Consolidates and monitors overall organization budget submission and utilization
  • Encodes, consolidates and monitors CAPEX and OPEX requirements and utilization
  • Creates, reviews and submits non-purchase orders, purchase orders and other financial transactions and documents
  • Requests, processes and manages petty cash disbursement, liquidation, and release of budget for office-specific activities, including requests tracking and documentation
  • Manages office calendar including all meetings, trainings, events, etc.
  • Facilitates and coordinates booking of logistical requests and requirements
  • Facilitates, coordinates the availability and usage of AV/technology equipment and materials
  • Identifies and monitors facilities, vehicles, equipment and materials for maintenance, replacement, retirement and return
  • Monitors and consolidates the organizations corporate required submissions (Corporate Governance, Data Privacy, COREC, etc.)
  • Assists in meeting minutes documentation, submission and filing
  • Prepares memos, reports, presentation materials and other correspondences assigned
  • Develops and maintains the organizations database and safe-keeping of records
  • Maintains and consolidates employee data and reports needed (201 files, attendance monitoring and control, overtime monitoring, etc.)
  • Accounts for and distributes employee-related documents
  • Records and reports excess man-hours utilization of the office
  • Prepares, submits and files documents required for internal processes (i.e. liquidation, reimbursement, resignation letters, etc.)
  • Advises other employees regarding internal process requirements and contact persons
  • Assists in the access or usage of internal systems for execution of internal processes such as CMS v10, etc.
  • Coordinates with internal and/or external offices regarding other employee or process concerns
  • Facilitates renewal of Professional Tax Receipts, licenses, etc.
  • Participates in various cross-functional committees as representative of the organization
  • Prepares and prints contracts of contracted services for approval of the Head
  • Receives contractor billing/invoices and ensures payment documents for SCLM and Finance are completed and submitted
  • Coordinates with contracted services any problems/discrepancies related to invoices and payment requirements of Meralco
  • Requests, issues, and monitors adequate supply of materials, office supplies and forms
  • Ensures the correct quantity and quality of the delivered items
  • Distributes materials, office supplies and forms accordingly
  • Initiates transfer of facilities, equipment and materials from one office to another
  • Maintains the database of materials and supplies of the office and ensures records are accurate and updated regularly
Qualifications:
  • Graduate of any college courses
  • With at least 2 years of relevant work experience in organizational support work

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