Administrative Assistant

• Coordination and General Administrative Functions

• Monitors and coordinates the daily/weekly/monthly appointments and engagements under Office of the AVP/Advisor for Strategy & Head

• Provides support and required logistical preparations or requirements for meetings and other scheduled business engagements under Office of the AVP/Advisor for Strategy & Head
• Coordinates schedule of meetings with concerned Departments/Divisions or other individuals outside the organization
• Books official business travel arrangements under AVP
• Greets and assists guests under Office of the AVP/Advisor for Strategy & Head
• Responds to phone calls promptly and forward calls to Office of the AVP/Advisor for Strategy & Head
• Ensures that all equipment in AVP/Advisor's office are in proper condition
• Coordinates repairs for office equipment and/or facilities and monitor the schedule and execution of their preventive maintenance
• Take minutes of Office of the AVP/Advisor for Strategy & Head's meeting, as required

• Coordinate all required janitorial services with cleaners to ensure that the Office of the AVP/Advisor is always kept clean and orderly

• Documents and Records Management Functions

• Ensures consistent recording and transmittal of internal/external communications and correspondences

• Receives and sorts mails, forwards letters and personal billings, etc. under Office of the AVP/Advisor and provides relevant information related to these documents whenever necessary
• Records incoming and outgoing documents regularly; photocopies received, or outgoing documents as needed, and routes signed documents to intended recipients, whenever necessary
• Prepares the following under Office of the AVP/Advisor:
  • Routine correspondences and letters as requested;
  • Cash advance & expense report
  • Notice of Meeting
  • Mobile Prepaid Cards
  • Request for Payment
  • Purchase requisition/capital expenditure request
  • Transport service scheduling for offsite visit, training, seminar and other related official business activities/meetings
• Processes Cash advance, Request for Payment, and Purchase requisition/capital expenditure request upon approval of AVP/Advisor
• Submits all processed and approved payment request forms to the Finance Department

• Keeps confidentiality of oral and written communication heard or read that are sensitive in nature

• File Organization and Office Supplies Inventory Functions

• Consolidates and files hard and soft copies of documents such as relevant emails, Training Materials/handouts under Office of the AVP/Advisor, and other important files

• Maintains an organized filing system to easily retrieve all files, correspondences, and documents as may be needed or required under Office of the AVP/Advisor
• Photocopies, scans, binds documents, organize files in specific folders/envelopes, and performs other administrative tasks, as may be needed
• Maintain an inventory and safekeeping of office supplies such as sample toner, ink, bond paper, folders, etc

• Monitors the release of the office supplies needed under Office of the AVP/Advisor to ensure supplies replenishment before stocks are depleted

• Other Tasks

• Provides support and assistance in organizing special meetings, affairs, or gatherings by sourcing and coordinating with suppliers, food concessionaires/providers for these events, etc. and with other tasks as instructed or directed by AVP/Advisor

• Adheres to approved policies and the prescribed rules and regulations of the Company

• Performs other duties that may be required from time to time

• Minimum Qualifications: Graduate of any 4-year course

• Physically fit to perform the job
• Ability to follow instructions and organize tasks
• Oral & written communication skills
• Ability to be accurate and detail-oriented especially on written reports
• Stress-tolerant
• Has good time management skills
• With pleasing personality and good interpersonal skills
• Trustworthy and loyal to the Company
• Must have at least 1-year work experience as a secretary or administrative assistant.
• Work experience in a similar work environment is an advantage.

Stradcom Corporation is the proponent of the multi-billion peso computerization of the Philippine Land Transportation Office (LTO), the agency that registers motor vehicles, issues drivers' licenses, and enforces laws of land transportation, and is administered under the Department of Transportation (DOTr).

Through a nationwide IT infrastructure consisting of the development of software for formal business processes, the establishment of a huge data powerhouse, the interconnection of LTO's almost 300 offices, the delivery of all hardware and equipment, and the provision of operating and support services throughout the entire concession agreement, which is now in its extension period, STRADCOM provides a service to government consistent with the provisions of the BOT Privatization Law (in particular, a Build-Own-Operate contractual scheme), while establishing a solid business model built on the generation and collection of service revenues from the transacting public.

We are thus looking for talented individuals to join us, whether seasoned professionals seeking a change of pace and direction or new graduates wanting to explore frontiers and pursue a fulfilling career.