Administrative Assistant

Qualifications:

1 - 2 years of relevant experience

Job Description:

The Admin Assistant delivers vital daily support to various departments, ensuring the workplace remains organized, efficient, and responsive. The role includes handling records and inventory, processing online and B2B orders, assisting HR, and coordinating private dining reservations and preventive maintenance. Overall, the Admin Assistant contributes significantly to internal operations and communication with external clients.

Key Responsibilities

Administrative Support & Documentation

● Maintain organized physical and digital filing systems to ensure easy retrieval of records

● Encode and manage sales invoices, receipts, and delivery documents

● Prepare BIR Form 2307 for both sales and purchasing transactions

● Document meeting minutes and monitor progress of assigned tasks

● Assist in developing and updating recipe cards, inventory sheets, and other departmental files

● Update basic marketing materials (e.g., menus, signages) using Canva when required

Inventory & Procurement Coordination

● Track inventory levels and stock movements across branches

● Support ad hoc purchasing tasks and handle necessary documentation

● Arrange the dispatch schedule of the company driver for branch and supplier activities

● Record and encode tips and service charge summaries

● Assist in processing purchase requests and maintaining vendor directories

Sales Encoding & E-commerce Support

● Manage Shopify backend tasks such as product uploads and availability updates

● Process and coordinate B2B orders with kitchen and front-of-house teams

● Monitor B2B payments and follow up on outstanding balances

Maintenance & Compliance

● Arrange preventive maintenance for store equipment

● Secure delivery and work permits from building management when needed

● Monitor compliance-related documents (BIR, DTI, LGU, etc.)

● Help schedule pest control, fire safety checks, air-conditioning servicing, and similar tasks

HR & Staffing Support

● Maintain employee 201 files and HR-related documentation

● Assist in applicant screening, interview scheduling, and background checks

● Support onboarding, pre-onboarding, and offboarding activities

● Encode timesheets and attendance records

● Submit training and evaluation forms to HR

Private Dining & Event Coordination

● Handle regular and private dining reservations

● Coordinate with FOH, Kitchen, and leadership teams for event and PD order requirements

● Maintain an updated events calendar and supporting documents

● Prepare basic table layouts, checklists, and printed materials for events

● Ensure special requests are properly communicated to relevant teams

Customer Service & Communication

● Respond promptly to inquiries via email, calls, website, and social media

● Coordinate with internal teams to fulfill client requests efficiently

● Acknowledge and assist in resolving customer concerns through proper documentation

Required Competencies

• Time Management – Able to meet deadlines and manage multiple tasks effectively
• Attention to Detail – Ensures accuracy in data entry, documentation, and review
• Communication – Strong verbal and written skills; follows instructions and communicates clearly
• Teamwork – Works well with different teams and supports cross-department needs
• Analytical Ability – Capable of interpreting basic financial documents and reports
• Tech Literacy – Proficient with spreadsheets, shared drives, Canva, and POS systems
• Problem-Solving – Resourceful and able to address day-to-day operational issues
• Professionalism – Maintains confidentiality, is punctual, and adheres to company protocols

Job Type: Full-time

Pay: Php21, Php25,000.00 per month

Work Location: In person