Administrative Coordinator

2 days ago

Ermita Manila, Philippines Panoptik Global Full time
Job Description

The Administrative Assistant role at Panoptik Global requires an individual to work on the basis of general instructions, own experience, and precedents, following organization-specific procedures and practices, rules, and regulations, to ensure smooth workflow in the assigned area of work. The incumbent is encouraged to seek guidance for unusual issues.

Duties
  • Controlled for correctness and appropriateness by the incumbent, with ad-hoc review by supervisors for meeting expectations and overall quality.
  • Brief colleagues on organization-specific administrative procedures and practices.
  • Receive visitors and telephone calls with tact and discretion, acting according to the nature and urgency of each, including redirection as necessary.

Key Responsibilities Include:

Secretarial Support
  • 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 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.

Professional Expertise

  • Monitor technical reports and documents to ensure alignment with organization standards, rules, practices, and procedures, editing and correcting as necessary prior to submission for signature or clearance of relevant authority.
  • Using tracking tools, follow-up on target dates and deadlines, ensuring timely response to correspondence and queries.

Human Resources

  • Initiate and manage temporary and fixed-term staff contracts through HR Action Plan.
  • Ensure timely appointment/renewal of contracts and initiate requisitions for goods procurement through Oracle/GSM procurement module.

Financial Management

  • Assist in monitoring and progress review of projects and tasks in the GSM/Oracle work plan.
  • Provide team members with timely information on project/task budget ceilings, award budgets, expenditure, and funds available.
  • Monitor income and expenditures for planning purposes and follow-up on financial, budgetary, and outstanding issues concerning the team/department.

Information Management

  • Create and maintain filing systems in close collaboration with other support staff.
  • Perform searches (library, internet) as requested to obtain documents and information from in-house and external sources.

Meeting Administration

  • Arrange, coordinate, and lead administrative preparation for meetings, seminars, workshops, including letters of invitation, costs calculation, and travel requests.
  • Prepare presentations using PowerPoint and other software packages on own initiative or on the basis of instructions.
  • Schedule weekly team and ad-hoc meetings, taking and preparing minutes.

Essential Qualifications:

  • A minimum of 5 years of experience in secretarial or administrative positions.

Desirable Qualifications:

  • Relevant experience in government organizations is an asset.
  • Experience in Oracle-based or other ERP systems is an asset.

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