Administrative Assistant

1 day ago

Makati, Philippines Rockwell Land Corporation Full time

HR Supervisor | Talent Acquisition | Recruitment

Job Summary:

The Administrative Assistant for the Design and Planning Team will provide comprehensive administrative and clerical support to ensure the smooth day-to-day operations of the team. This role involves coordinating schedules, managing documentation, preparing reports and presentations, handling communications, and assisting in project tracking to help the Design and Planning Team deliver high-quality outputs efficiently.

What you will do

Duties and Responsibilities:

  • Manage calendars, schedule meetings, and coordinate appointments for the Design and Planning Team.
  • Organize and maintain team files, drawings, project documents, and records (physical and electronic).
  • Assist in the preparation, formatting, and distribution of design reports, presentations, drawings, and proposals.
  • Handle correspondence, emails, and phone calls on behalf of the team.
  • Coordinate travel arrangements, accommodations, and itineraries for site visits, training, and client meetings.
  • Monitor submission timelines and ensure deliverables are submitted on time.
  • Support in tracking project progress, milestones, and deadlines.
  • Assist in the collation and organization of data for feasibility studies, planning documents, and project updates.
  • Maintain version control of design documents and ensure the latest revisions are circulated to relevant stakeholders.
  • Serve as a communication link between the Design and Planning Team and other departments.
  • Coordinate with consultants, contractors, and suppliers for meeting schedules, document requests, and follow-ups.
  • Support the team in preparing documents for management approvals, regulatory submissions, and client presentations.
  • Manage office supplies, requisitions, and procurement for the Design and Planning Team.
  • Prepare expense reports, liquidations, and requisitions related to design and planning activities.
  • Maintain an organized filing system for contracts, permits, drawings, and other key documents.

Qualifications

  • Graduate of any four-year course.
  • At least 1 year of experience performing customer service-related functions.
  • Knowledge of office practices and procedures.
  • Ability to compose and edit correspondence.
  • Ability to manage multiple tasks simultaneously.
  • Ability to maintain confidentiality.
  • High sense of urgency and a high level of dependability.
  • Good organizing skills; efficient and accurate in filing documents.
  • Resilient in handling additional responsibilities.

Employment details

  • Seniority level: Entry level
  • Employment type: Full-time
  • Job function: Customer Service, Administrative, and Finance

Location: Taguig, National Capital Region, Philippines

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