Admin Staff

Job Description:

A. Office Work:

• Receiving orders from suppliers, packing, delivery to customers.
• Issuing invoices to customers.
• Tracks and records receivables from customers or partners, and payables from suppliers or partners.
• Generation of Financial Statements every month.
• Does email marketing for the company.
• Follows up with customer orders, inquiries, etc.
• Regularly checks Philgeps website for bidding opportunities.
• File and keeps documents such as, but not limited to packing slips, transmittal forms, etc.
• Checks liquidation reports by sales executives, staff, executives, and other employees of the company.
• Coordinates with 3rd party accountants for BIR-related tasks, handles tax filings, maintain depreciation schedules, and ensure accurate journal entries.
• Manages office supplies.
• Collect and document shipping costs, facilitate transfers up to customer order fulfillment.
• Suggest workflow improvements to streamline order processing, invoicing, and documentation.
• Maintain a process checklist or dashboard for recurring tasks to ensure consistency and accountability.

B. Marketing:

• Campaign Support: Assist is creating and distributing marketing materials (flyers, email newsletters, etc.)
• Social Media Management: Help manage company accounts on platforms like Facebook, Instagram, and LinkedIn.
• Content Creation: Prepares social media content and email marketing newsletters to be sent to clients weekly.
• Encodes and organizes email accounts of customers for easy account management and sending of information to customers.
• Track marketing campaign performance (open rates, click-through rates, engagement) and report monthly insight.
• Monitor customer behavior and purchasing trends to inform product offerings and marketing strategies.
• Maintain KPIs dashboard for marketing, sales, and operations metrics to support decision-making.
• Create articles but not limited to website, social media, etc. for marketing purposes.

C. Communication:

• Maintains regular communications with customers to address their inquiries and concerns promptly. Ensures their requests are met well.
• Submits price quotations and follows through with accounts, including documentary requirements and such.
• Build good rapport with clients by maintaining polite and professional communication via phone, email and social media.
• Establishes, maintains, processes orders from e-commerce sites, such as Lazada, Shopee, Tiktok, etc. as well as responds to inquiries from customers.
• Manages the company's social media page and responds to inquiries from customers online.

D. E-Commerce Optimization

• Monitor product listings and reviews on Lazada, Shopee, TikTok, etc., and suggest improvements.
• Coordinate with logistics partners to optimize delivery timelines and reduce shipping costs.
• Updates products, answer client queries, and processes orders for client delivery.

E. Documentation and Reports:

• Prepares and submits the following:

*Weekly Sales Follow up Itinerary

*Monthly Sales report __

*Sales Quotation to customers and Purchase Orders to suppliers

*ERL Customer Tracker __

• Price and files custodian.
• Receiving and preparation of purchase orders from customers.
• Updates customer database files, and other files in a timely and orderly manner.
• Financial recording of transactions such as, but not limited to, invoices, requests for payments, accountable forms, maintenance and record keeping of receivables/payables in Xero.
• Prepare and present reports for weekly review with management.
• Analyzes industry trends and proactively sourced out prices from competitors, vendors and agents for benchmarking the Company's standard selling rates.
• Recommends strategic action to correct customer complaints & acknowledge client commendation for any positive remarks and promote company standards to minimize costs while conforming to customers' requirements.
• Document SOPs (Standard Operating Procedures) for key tasks to support scalability and onboarding.
• Updates ERL Customer Tracker regularly
• Perform other tasks as deemed necessary by the superior.

Job Type: Full-time

Pay: Php20, Php30,000.00 per month

Benefits:

• Company events
• Flexible schedule
• Health insurance
• Pay raise

Ability to commute/relocate:

• Quezon City: Reliably commute or planning to relocate before starting work (Preferred)

Education:

• Bachelor's (Preferred)

Experience:

• Administrative: 3 years (Required)

Language:

• English (Preferred)

Location:

• Quezon City (Preferred)

Willingness to travel:

• 50% (Preferred)

Work Location: In person