Administrative Assistant

3 weeks ago

Ermita Manila, Philippines HR 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.

*Summary of Assigned duties (Describe what the incumbent has to do to achieve main objectives)

Within the delegated authority, the incumbent is assigned all or part of the following responsibilities:

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.

Location: Ermita Manila

  • AdmInistrative Assistant

    2 months ago

    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...

  • AdmInistrative Assistant

    2 months ago

    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...

  • Administrative Assistant

    2 months 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...

  • Administrative Assistant

    3 weeks ago

    Ermita Manila, Philippines HR 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...

  • Administrative Assistant

    2 months 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...

  • Administrative Assistant

    3 weeks ago

    Ermita Manila, Philippines HR Panoptik Global Full time

    We are seeking an experienced Administrative Assistant to join our team at HR Panoptik Global. This is a fantastic opportunity for someone looking to work in a dynamic and fast-paced environment.Job DescriptionThe successful candidate will be responsible for providing administrative support to our team, including but not limited to:Key...

  • Administrative Officer

    2 months ago

    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...

  • Administrative Coordinator

    3 weeks ago

    Ermita, Philippines Panoptik Global Full time

    At Panoptik Global, we are seeking an experienced Administrative Assistant to join our team.Job SummaryWe are looking for a highly skilled and organized individual to provide administrative support to our team. The successful candidate will be responsible for providing exceptional support to our team members, ensuring seamless day-to-day operations, and...

  • Senior Administrative Coordinator

    3 weeks ago

    Ermita, Manila, Philippines Top1Movers Worldwide Inc. Full time

    Job Title: Senior Administrative CoordinatorAbout the Role:We are seeking a highly skilled and experienced Senior Administrative Coordinator to join our team at Top1Movers Worldwide Inc. This is a fantastic opportunity for an individual with exceptional organizational skills, excellent communication abilities, and a passion for providing top-notch...

  • Administrative Support Specialist

    1 week ago

    Ermita Manila, Philippines HR Panoptik Global Full time

    About HR Panoptik GlobalAt HR Panoptik Global, we are committed to delivering exceptional support services that enable our teams to thrive. Our Administrative Support Specialist will play a vital role in ensuring the smooth operation of our day-to-day activities.Job DescriptionWe are seeking an experienced Administrative Support Specialist to join our team...

  • Executive Assistant

    3 weeks ago

    Ermita, Manila, Philippines Top1Movers Worldwide Inc. Full time

    • Assist the Executive with daily administrative tasks that includes completing reports, composing, and preparing correspondence, minutes of meeting, itineraries, and agendas, and compiling documents for meetings • Work closely and effectively with the Executive Secretary to keep her well informed of upcoming commitments and responsibilities • Arrange...

  • Executive Assistant

    3 weeks ago

    Ermita, Manila, Philippines Top1Movers Worldwide Inc. Full time

    • Assist the Executive with daily administrative tasks that includes completing reports, composing, and preparing correspondence, minutes of meeting, itineraries, and agendas, and compiling documents for meetings • Work closely and effectively with the Executive Secretary to keep her well informed of upcoming commitments and responsibilities • Arrange...

  • Financial Operations Assistant

    2 months ago

    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,...

  • Administrative Assistant Professional

    1 month ago

    Manila, National Capital Region, Philippines DAC INDUSTRIAL ELECTRONICS, INC Full time

    Job SummaryWe are seeking an experienced and organized Administrative Assistant to join our team at DAC INDUSTRIAL ELECTRONICS, INC. The ideal candidate will have excellent communication skills, a warm personality, and the ability to work well under limited supervision.ResponsibilitiesHandling incoming calls, emails, and other communications effectively and...

  • Data Administrator Assistant

    3 days ago

    Manila, National Capital Region, Philippines ANRUMPC Full time

    We are seeking a highly organized and detail-oriented Data Administrator Assistant to join our team at ANRUMPC. In this role, you will be responsible for maintaining accurate and thorough records, as well as providing administrative support to ensure seamless day-to-day operations.About ANRUMPCANRUMPC is a dynamic organization that values innovation and...

  • Financial Operations Assistant

    11 hours ago

    Ermita, Philippines Trimark Group Holdings Full time

    At Trimark Group Holdings, we are seeking a highly skilled Financial Operations Assistant to join our team in Taguig. As a key member of our finance department, you will be responsible for ensuring the smooth operation of our financial processes.We offer a competitive salary of PHP 45,000 per month, commensurate with experience.About the RoleThe successful...

  • Administrative Assistant Manager

    3 weeks ago

    Manila, National Capital Region, Philippines SEAS CONNECTION INC Full time

    Job OverviewAt SEAS CONNECTION INC, we are seeking a highly skilled Administrative Assistant Manager to provide top-notch support to our executive team.Salary InformationThe estimated annual salary for this position is $60,000 - $80,000, depending on experience and qualifications.ResponsibilitiesThis role involves providing essential administrative support,...

  • Senior Sales Operations Manager

    3 weeks ago

    Manila, National Capital Region, Philippines My Virtual-Assistant Full time

    We are seeking a highly experienced and motivated Senior Sales Operations Manager to lead and expand our sales team at My Virtual-Assistant. The ideal candidate will have a proven track record of driving sales growth, developing strategic sales plans, and managing high-performance teams.Job DescriptionThe Senior Sales Operations Manager will be responsible...

  • Accounting Assistant

    7 months ago

    Ermita, Philippines Cosmic Technology Inc. Full time

    - Processing of daily Sales Invoice for LGU, Purchase Order, and Walk-in Customer - Monitoring of Sales Report - Checking the soft copy of Sales Report - Checking of Monthly Sales Report if tally with Daily Sales Monitoring - Closing in the System (Sage) all sales reports from all branches - Issuance of Receipts (Acknowledgement Receipt, Official Receipt,...

  • Accounting Assistant

    7 months ago

    Ermita, Philippines Cosmic Technology Inc. Full time

    - Processing of daily Sales Invoice for LGU, Purchase Order, and Walk-in Customer - Monitoring of Sales Report - Checking the soft copy of Sales Report - Checking of Monthly Sales Report if tally with Daily Sales Monitoring - Closing in the System (Sage) all sales reports from all branches - Issuance of Receipts (Acknowledgement Receipt, Official Receipt,...