admin assistant

JOB SUMMARY:

The Administrative Assistant provides essential support to ensure the efficient operation of the office. This role involves handling administrative tasks, coordinating schedules, managing communications, and assisting in daily office activities. This role involves providing comprehensive support to the managem ent team, coordinating daily administrative tasks, and ensuring smooth office operations.

DUTIES & RESPONSIBILITIES:

1. Office Management

· Ensure the office is clean, organized, and well-maintained for a productive work environment.

· Monitor and replenish office supplies (e.g., stationery, printer ink, kitchen supplies).

· Keep track of office inventory, ensuring availability while avoiding overstocking.

· Develop and maintain an efficient filing system (both digital and physical) for easy retrieval of documents.

· Ensure confidential and sensitive documents are securely stored and properly disposed of when necessary.

· Keep records updated, labeled, and categorized for quick reference

2. Administrative Support

· Manage and organize office files, records, and documents (physical and digital).

· Monitor utility bills (Meralco, internet, water, etc.) to ensure timely payments each month, and promptly remind the responsible person of upcoming due dates to avoid service interruptions.

· Prepare reports, memos, and presentations as needed.

· Handle data entry, documentation, and correspondence.

· Assist in data entry, reporting, and maintaining databases.

· Conduct online research and prepare summaries for projects as needed.

3. Administrative Support for Government Compliance

· Ensure compliance with all government-mandated permits and spearhead application or renewal to avoid penalty and sanction.

· Ensure all compliance records are up-to-date and easily accessible for audits or inspections.

· Keep digital and physical copies of tax filings, regulatory approvals, and correspondence with authorities.

• Process direct employee's SSS contribution payment,SSS, Pagibig, Philhealth, and HMO documentations

4. Communication, Correspondence & Coordination

• Handling phone calls, emails, and correspondence, and serving as a point of contact between staff, clients, and suppliers.

• Maintain and update calendars for executives, office operations in general

• Schedule and coordinate meetings, appointments, and travel arrangements.

• Prepare meeting agendas and take minutes when required.

• Manage schedules, meetings, and appointments for management

· Act as the main point of contact for internal and external communications.

· Management of courier services when needed: Scheduling, booking, coordinating all courier services, ensuring timely efficient handling of all shipments, deliveries, and document exchanges. (grab, lalamove, lbc, etc)

· In charge of supplier relationship management by coordinating and working with external suppliers as needed

· Coordination and ensuring requirements and documentation needed by external book keepers

5. Special Projects and Miscellaneous Tasks

· Provide support on special projects as assigned.

· Conduct online research and prepare summaries for projects as needed.

· Provide support to different departments as needed.

· Troubleshoot minor administrative issues and offer solutions.

· Assist with special projects, research, and event planning.

· Perform other duties as assigned relating to general administrative work

QUALIFICATIONS:

· Graduate of any diploma course

· At least 1-year experience in an admin role or related position

· Familiarity with standard office platforms, such as Microsoft Office, G-suite (Google sheets, Gmeet, etc)

· Familiarity with booking courier services (grab, lalamove, etc.)

· Digital literacy and research skills, including the ability to analyze the reliability of information

· Good written and verbal communication skills

· Exceptional organizational skills and attention to detail.

· Ability to multitask and prioritize tasks effectively.

· Willing to be trained and committed to continuous learning and improvement

COMPENSATION & BENEFITS:

· P 23,000- 25,000 (gross)

· 13th Month Pay

· HMO upon regularization

· Weekends and Holidays off

· Leave Benefits upon employment