Job Description: Admin Assistant/Admin Specialist

3 weeks ago

Manila, National Capital Region, Philippines Eastvantage Business Solutions Inc. Full time

Position Overview: We are seeking a proactive and detail-oriented Admin Assistant/Specialist to manage and execute a variety of administrative tasks. The ideal candidate will play a crucial role in ensuring smooth office operations, supporting travel and client visit arrangements, assisting the HR team with events, and handling vendor coordination and expense management.

Key Responsibilities:

  1. Administrative Support:
    1. Initiate ID card issuance in co-ordination with the IT department.
    2. Maintain and update administrative records and documentation.
    3. Procurement of office supplies in collaboration with the Procurement team.
  2. Travel and Visa Assistance:
    1. Assist the travel desk in handling visa applications and related documentation for employees traveling to/from India location.
    2. Coordinate travel arrangements for employees and guests, including booking flights, accommodations, and transportation.
  3. Client and Support Team Visits:
    1. Oversee arrangements for client or support team visits from other locations.
    2. Shortlist suitable accommodations and manage hotel reservations.
    3. Arrange necessary logistics such as transportation and hospitality arrangements.
  4. HR & Employee Engagement Support:
    1. Support the HR team in organizing social events and employee engagement activities.
    2. Coordinate with vendors to ensure smooth execution of events.
    3. Manage event-related expense documentation and budget tracking.
  5. Vendor Management and Expense Handling:
    1. Liaise with external vendors for office supplies, event needs, and other administrative requirements.
    2. Handle expense management, including collecting invoices, processing payments, and maintaining expense records.

Qualifications:

  • Bachelor's degree in Business Administration, Management, or a related field.
  • Proven experience in administrative roles, preferably in a corporate environment.
  • Strong organizational and multitasking skills with attention to detail.
  • Excellent communication and interpersonal abilities.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Ability to handle confidential information with discretion.
  • Experience with expense management systems and vendor coordination is a plus.

Preferred Attributes:

  • Ability to work independently and collaboratively in a fast-paced environment.
  • Problem-solving mindset with the ability to anticipate needs and offer solutions.
  • Flexibility to handle varied tasks and changing priorities.

If you are an organized, proactive individual with a knack for administrative excellence, we invite you to apply and be part of our dynamic team.


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