Admin Assistant

JCV & Associates Project Management and Development Inc. is hiring a Full time Admin Assistant role in Project 4, NCR. Apply now to be part of our team.

Requirements for this role:

• Looking for candidates available to work:
• Mon morning
• Mon afternoon
• Tue morning
• Tue afternoon
• Wed morning
• Wed afternoon
• Thu morning
• Thu afternoon
• Fri morning
• Fri afternoon
• Sat morning
• Sat afternoon
• Sun morning
• Sun afternoon
• 2-3 years of relevant work experience required for this role

I. Key Responsibilities

Office Management

1. Manage day-to-day office operations to ensure a clean, safe, and effective working environment.

2. Coordinate office activities and operations to ensure efficiency and compliance with company policies.

3. Oversee office supply inventory, ordering supplies when necessary and ensuring that all equipment is maintained properly.

4. Serve as the primary point of contact for office vendors and service providers.

Administrative Support

1. Handle incoming calls, emails, and correspondence; direct them to the appropriate departments or staff.

2. Maintain filing systems, both electronic and physical, ensuring all documents are properly organized and easy to retrieve.

3. Schedule meetings, appointments, and coordinate calendars for executives or departments as needed.

4. Prepare reports, memos, letters, and other documents as required by management.

5. Handle sensitive information in a confidential manner.

Human Resources Support

1. Assist in the attendance and filing of leave applications of the company drivers.

2. Coordinate the departmental onboarding process for new employees, ensuring they are aware of the administrative sprocedures.

3. Help organize company events, training sessions, and meetings specifically for the venue set up.

Financial and Budgetary Assistance

1. Assist in the preparation of budgets and financial reports, including petty cash management.

2. Coordinate with the finance department for proper tracking and record-keeping of office expenses.

3. Process invoices, receipts, and payments while ensuring all transactions are properly documented and authorized.

Compliance and Reporting

1. Ensure compliance with company policies and industry regulations.

2. Assist in the preparation of reports for management, clients, or regulatory bodies.

3. Maintain up-to-date knowledge of office regulations, legal requirements, and administrative best practices.

Security and Risk Management

1. Office Security: Monitor office security procedures, ensuring that only authorized personnel have access to sensitive areas.

2. Data Security: Safeguard sensitive company data and documents by enforcing data protection protocols and monitoring access to confidential information.

3. Vendor and Visitor Management: Oversee security protocols related to external visitors, including proper logging of entry and exit.

4. Emergency Procedures: Ensure that the office has up-to-date emergency procedures in place (e.g., fire drills, evacuation plans) and communicate these procedures to all employees.

a. Coordinate with building management on security measures, including access controls, surveillance, and alarm systems.

b. Ensure compliance with workplace safety regulations and manage health and safety protocols.

c. Conduct regular checks of security systems and procedures to mitigate risks.

IT and Technical Support

1. Coordinate with IT support to ensure smooth operations of office technology including computers, printers, internet, and phones.

2. Assist employees in troubleshooting minor IT issues.

3. Ensure data backup systems are functioning properly and maintain office digital security protocols.

Safety, Quality, and Environment

1. Understand, adhere to, and ensure compliance with all corporate safety, health, and environmental policies, procedures, and controls.

2. Participate in safety, health, and environmental programs, such as Safety Walk and Clean Downs, Risk Assessment, Energy Conservation, and Aspect and Impact Identification.

3. Advise the PSCD Head and report any unsafe acts and conditions to the Safety Committee.

4. Participate in the regular emergency drills.

II. Qualifications and Competency Requirements

Minimum Education and Experience

1. Bachelor's degree in Business Administration, Management, or related field.

2. Fresh graduates may apply, but proven experience as Admin is a plus.

Core Competencies

1. Excellent organizational and multitasking abilities.

2. Strong communication skills (verbal and written).

3. Proficiency in MS Office (Word, Excel, PowerPoint) and familiarity with office management software.

4. Ability to work independently and prioritize tasks effectively.

5. Strong attention to detail and problem-solving skills.

6. Knowledge of office management systems and procedures.

Work Environment

1. The Administrative Associate typically works in an office setting with occasional travel for meetings or training.

2. The role may require extended hours during peak periods or project deadlines.