Administrative Assistant

4 weeks ago


Ermita Manila, Philippines Panoptik Global Full time
Job Description:
• The incumbent works on the basis of general instructions, own experience and precedents, following organization or department-specific procedures and practices, rules and regulations, to ensure smooth work flow in the assigned area of work. The incumbent is encouraged to seek guidance for unusual issues.
• Most of the work is controlled for correctness and appropriateness by the incumbent.
• Work is reviewed on an ad hoc basis by supervisors for meeting expectations and overall quality; correspondence is signed or cleared by the originator. Specific assignments are checked by the originator and/or the Assistant to the Head/Director.
• The incumbent is relied upon to brief colleagues on organization and Department specific administrative procedures and practices.

GENERAL:
• Receive visitors and telephone calls with tact and discretion and acts according to the nature and urgency of each, including redirecting as appropriate.
• Provide background information for appointments with official visitors and/or staff members.
• Monitor requests for goods and services, including receipt, payment and inventory requirements.

CORRESPONDENCE
• Draft general or administrative correspondence on own initiative or on the basis of instructions; finalize correspondence/reports for signature/clearance.
• Verify that outgoing correspondence is presented in accordance with organization and department styles and checking language, grammar and accuracy prior to submitting for signature and clearance.
• Analyze incoming correspondence and requests in the light of background material, instructions, policies and precedents, researching, obtaining and attaching background information in anticipation of the responsible officer's needs, or redirecting them as appropriate; identify and highlight incoming documents and attach background information and identify areas requiring action by professional staff, drawing their attention to specific items.
• Ensure that technical reports and documents are in line with organization standards, rules, practices and procedures, editing and correcting them as necessary prior to their submission for signature or clearance of relevant authority.
• Using appropriate tracking tools, follow-up on and ensure that target dates and deadlines are met, and that correspondence and queries are responded to in a timely manner.

HUMAN RESOURCES
• Ensure the timely appointment/renewal of contracts, initiating requests for temporary and fixed-term staff in the HR Action Plan.

PROCUREMENT
• Initiate, through Oracle/GSM procurement module, contracts for consultants, Agreements for
• Performance of Work (APW), and other contract modalities. Monitor and record receipt of deliverables and initiate and monitor payments as needed.
• Initiate, through Oracle/GSM procurement module, requisitions for goods procurement, and monitor and receipt of deliverables.

BUDGET & FINANCE
• Assists in the monitoring and progress review of projects and tasks in the GSM/Oracle work plan.
• Provides team members with timely information on project and task budget ceilings, award budgets, expenditure, and funds available, as required.
-Monitors income and expenditures for planning purposes.
• Promptly follows-up on financial, budgetary and any outstanding issues concerning the team/department, including ensuring timely processing of committal documents.
• Assists in the preparation of financial and technical progress reports to donors.

INFORMATION MANAGEMENT
In close collaboration with other support staff, create and/or maintain filing systems; continual review of filing system to ensure information is up to date and effectively and efficiently used.
• Obtain documents and information from in-house and external sources as required; perform information searches (library, internet) as requested.

MEETING ADMINISTRATION
• Arrange, coordinate and lead administrative preparation for meetings, seminars, workshops, including letters of invitation, costs calculation and travel requests; assisting with preparation of documents, dispatching of materials and liaising with participants and others involved.
• Prepare presentations using PowerPoint and other software packages on own initiative or on the basis of instructions.
• Schedule weekly team and ad hoc meetings, according to schedules and need; taking and preparation of minutes.
• Obtain briefing and background materials for meetings, seminars, workshops, etc. to be attended by the team's professional staff, checking their availability and ensuring they have the appropriate briefing files and documents.

Experience:
*Essential
A minimum of 5 years of experience in secretarial or administrative positions.

*Desirable
Relevant experience in any govt organization is an asset. Experience in Oracle-based or other ERP systems an asset.

  • Ermita, Philippines Panoptik Global Full time

    Position: As Assistant to Team Job Description: • The incumbent works on the basis of general instructions, own experience and precedents, following organization or department-specific procedures and practices, rules and regulations, to ensure smooth work flow in the assigned area of work. The incumbent is encouraged to seek guidance for unusual...


  • Ermita, Philippines Panoptik Global Full time

    Position: As Assistant to Team Job Description: • The incumbent works on the basis of general instructions, own experience and precedents, following organization or department-specific procedures and practices, rules and regulations, to ensure smooth work flow in the assigned area of work. The incumbent is encouraged to seek guidance for unusual...


  • Ermita Manila, Philippines Panoptik Global Full time

    Job Description: • The incumbent works on the basis of general instructions, own experience and precedents, following organization or department-specific procedures and practices, rules and regulations, to ensure smooth work flow in the assigned area of work. The incumbent is encouraged to seek guidance for unusual issues. • Most of the work is...


  • Ermita, Philippines Panoptik Global Full time

    Job Title: Administrative AssistantAbout UsPanoptik Global is a leading organization that requires a highly skilled and experienced Administrative Assistant to join our team.Job SummaryWe are seeking a detail-oriented and organized Administrative Assistant to provide administrative support to our team. The successful candidate will be responsible for a wide...


  • Ermita, Philippines Panoptik Global Full time

    Job Title: Administrative AssistantAt Panoptik Global, we are seeking a highly skilled and experienced Administrative Assistant to join our team. The successful candidate will be responsible for providing administrative support to our team, ensuring the smooth operation of our daily activities.Key Responsibilities:Provide administrative support to the team,...


  • Ermita Manila, Philippines Panoptik Global Full time

    Administrative Assistant Role at Panoptik GlobalKey ResponsibilitiesProvide administrative support to ensure smooth operations in assigned areas of work.Advise colleagues on organizational and departmental administrative procedures and practices.Manage correspondence, reports, and technical documents according to organizational standards.Coordinate meetings,...


  • Ermita Manila, Philippines Panoptik Global Full time

    Job Title: Administrative CoordinatorAt Panoptik Global, we are seeking an experienced Administrative Coordinator to join our team. The successful candidate will be responsible for providing administrative support to our staff, ensuring the smooth operation of our office, and maintaining accurate records.Key Responsibilities:Provide administrative support to...


  • Manila, National Capital Region, Philippines Philippine Science of Skin and Aesthetic Medicine Full time

    This role involves full-time on-site support as an Administrative Assistant at the Philippine Science of Skin and Aesthetic Medicine in Creekside Square, Tomas Morato. Key tasks include day-to-day administrative support, staff assistance, and ensuring smooth operations. The role also involves answering inquiries, managing paperwork, assisting with courses...


  • Metro Manila, Philippines Philippine Science of Skin and Aesthetic Medicine Full time

    This is a full-time on-site role for an Administrative Assistant at the Philippine Science of Skin and Aesthetic Medicine located in Creekside Square, Tomas Morato. The Administrative Assistant will be responsible for supporting day-to-day administrative tasks, assisting staff, and ensuring smooth operations. They will handle answering inquiries, managing...


  • Manila, National Capital Region, Philippines B & M Global Services Manila, Inc. Full time

    Administrative Assistant Summary: Provide administrative support to attorneys, timekeepers, and secretaries in a law firm environment. Key Responsibilities include: • Work collaboratively with global teams to complete administrative, operations, and risk assignments • Manage calendaring activities, coordinate schedules, finalize meetings, and schedule...


  • Manila, National Capital Region, Philippines Philippine Science of Skin and Aesthetic Medicine Full time

    Administrative Assistant sought for Creekside Square role, supporting day-to-day tasks, staff, and operations, with strong communication, organizational, and technical skills.


  • Manila, National Capital Region, Philippines K SOFTWARE DEVELOPER OPC Full time

    Job DescriptionQualifications:We are seeking a highly organized and detail-oriented Administrative Assistant to join our team at K SOFTWARE DEVELOPER OPC. The ideal candidate will have at least 6 months to 1 year of experience in office administration and a college graduate degree is an advantage.Key Responsibilities:Provide administrative support to our...


  • Manila, National Capital Region, Philippines Adaca Full time

    Job OverviewWe are seeking a skilled Medical Administrative Assistant to join our team at Adaca. The ideal candidate will have experience in medical administration, including billing and data entry, and excellent interpersonal skills.Key Responsibilities* Manage medical billing and data entry tasks* Provide administrative support, including scheduling and...


  • Manila, National Capital Region, Philippines Multi-Mach International Incorporation Full time

    Job Title: Executive SecretaryThe Office Secretary is a vital role that requires a high level of administrative support to ensure the smooth operation of an office. This position involves managing communications, organizing schedules, maintaining records, and providing general administrative assistance to staff and visitors.Key...


  • Manila, National Capital Region, Philippines Filinvest Land Inc. Full time

    Job Summary: Admin Assistant sought to perform day-to-day administrative tasks, ensuring seamless operations in a property management office. Key responsibilities include handling administrative requirements, safeguarding of corporations/HOAS collectibles, and providing exceptional customer service. The ideal candidate will be computer literate, proficient...


  • Manila, National Capital Region, Philippines Adaca Full time

    Medical Virtual Assistant Job DescriptionWe are seeking a highly skilled and motivated Virtual Assistant with a background in medical administration and billing to join our team at Adaca. The ideal candidate will have excellent interpersonal skills, a proactive approach, and a willingness to learn and adapt to new systems and processes.Key...


  • Manila, National Capital Region, Philippines Brunt Work Full time

    Seeking English-Speaking Medical Administrative Assistant to support office operations, manage faxes, lab reports, patient referrals, and prior authorizations, enhancing patient experience through efficient administrative processes. Responsibilities include organizing electronic faxes, filing medical documents, assisting with patient referrals, handling...


  • Ermita, Philippines Cosmic Technology Inc. Full time

    Job Summary:At Cosmic Technology Inc., we are seeking an experienced Financial Operations Assistant to join our team. As a key member of our accounting department, you will be responsible for processing daily sales invoices, monitoring sales reports, and ensuring the accuracy of our financial data.Key Responsibilities:Process daily sales invoices for LGU,...


  • Manila, National Capital Region, Philippines 3JGO Manpower Provider Inc. Full time

    Job Summary: We are seeking a highly organized and detail-oriented Administrative Assistant to join our team at 3JGO Manpower Provider Inc. The successful candidate will be responsible for providing administrative support to our operations team, ensuring the smooth day-to-day functioning of our warehouse operations.Key Responsibilities:Scheduling and...


  • Manila, National Capital Region, Philippines 3JGO Manpower Provider Inc. Full time

    Job Title: Secretary/CheckerAt 3JGO Manpower Provider Inc., we are seeking a highly organized and detail-oriented Secretary/Checker to join our team. The successful candidate will be responsible for providing administrative support to our operations team.Key Responsibilities:Scheduling and Coordination: Schedule appointments and meetings with clients and...