Operations Assistant

Experience these exceptional benefits when you join Project Duo

• Sick Leave Upon Hire
• Vacation Leave
• Employee Engagement Activities
• Hybrid Setup
• Life Insurance
• Comprehensive Health Insurance Coverage (HMO)
• Pay Raise
• Free Onsite Parking
• Opportunities For Promotion
• Equipment Provided
• Bereavement Assistance

Schedule: Hybrid Work Arrangement, Monday to Friday, 9AM to 6PM

Location: Ugong, Pasig

As an Operations Assistant, You'll Do

A. ERFP Liquidation Monitoring

• Maintain and update the ERFP liquidation tracker to ensure timely and accurate entries.
• Monitor pending liquidations and follow up with the relevant personnel to ensure completion.
• Prepare and submit weekly ERFP liquidation reports to the Business Unit Head and Associate Head (Execution).
• Flag potential delays and coordinate resolutions promptly to ensure timely progress.
• Ensure proper documentation and filing of all liquidation-related records for audit compliance.

B. BR Liquidation Monitoring

• Regularly update the BR liquidation tracker and ensure all entries are current and complete.
• Coordinate with project teams for the timely submission of liquidation documents.
• Generate and distribute weekly BR liquidation reports to relevant heads.
• Track pending or delayed BRs and provide status updates with recommended actions.
• Maintain organized documentation for transparency and record-keeping.

C. BR Invoice Accuracy

• Review and validate invoices against approved BRs and supporting documents.
• Verify invoice details, amounts, and attachments before forwarding to Finance for processing.
• Communicate with suppliers or internal teams to correct any discrepancies.
• Maintain a log of invoice verifications and ensure completeness of documentation.
• Support the accuracy of payment processing by ensuring all invoices are cleared on time.

D. Support to IS/PMs/AMs

• Provide timely and dependable operational assistance to Immediate Supervisor, Project Managers, and Account Managers for all project needs.
• Process and monitor internal requests (e.g., purchase requests, job orders, permits, logistics coordination).
• Assist in pre-event preparations, ensuring readiness of materials, manpower, and documentation.
• Provide on-ground or remote support during events/activations for smooth implementation.
• Facilitate post-event processes, including liquidation monitoring, documentation, and coordination of reports.
• Maintain clear and effective communication to ensure seamless operations.

E. Administrative and Reporting Functions

- Maintain accurate and updated trackers, files, and reports across all operational activities.

- Submit required weekly and monthly reports within set deadlines.

- Participate in weekly coordination meetings and provide operational updates.

- Support in developing and improving process documentation, trackers, and standard forms.

- Uphold confidentiality, accuracy, and efficiency in all administrative tasks.

What We're Looking For

• A graduate of Bachelor Degree in Business Administration, Operations Management, or any relevant course.
• At least 6 months of experience in Events & BTL Agency or any work experience (preferably with a background in events/agencies, and/or administrative work)
• Proficient in MS Office (especially MS Excel) or Google Workspace tools
• Strong attention to detail, organizational, and time management skills.
• Excellent coordination and communication skills.
• Ability to communicate effectively with clients.

Job Type: Full-time

Benefits:

• Company Christmas gift
• Company events
• Health insurance
• Life insurance
• On-site parking
• Opportunities for promotion
• Pay raise

Work Location: In person