Receptionist/Administrative Assistant

4 days ago

Davao City, Davao, Philippines GH Express Corporation Full time ₱250,000 - ₱450,000 per year

GENERAL JOB DEFINITION:

As a Receptionist, you will play a pivotal role in ensuring the smooth operation of daily administrative tasks, acting as the first point of contact for visitors and providing valuable support to various departments.

Your role involves not only traditional receptionist duties but also requires proficiency in project management, processing of important requirements, and secretarial tasks.

DUTIES AND RESPONSIBILITIES/ACCOUNTABILITIES:

Front Desk Operations:

  • Welcoming visitors and providing a positive first impression of the organization.
  • Act as a gatekeeper, if necessary, preventing visitors from accessing certain personnel or executives.
  • Answer and direct incoming calls, taking and relaying messages as needed.
  • Prepare coffee for visitors as needed.

Secretary Duties:

  • Assist in the preparation of and formatting of documents, letters, and reports.
  • Manage and organize office files, ensuring efficient retrieval of information.
  • Schedule appointments and maintain calendars for executives.
  • Assist in processing business-related documents.

Project Management:

  • Collaborate with department heads to understand project requirements.
  • Create and maintain project schedules, ensuring deadlines are met.
  • Monitor and update project progress and provide regular updates to stakeholders.
  • Coordinate project meetings, take minutes, and distribute action items.
  • Identify and mitigate project risks and issues.
  • Follow up on action items.

Administrative Support:

  • Provide general administrative support to various departments as needed.
  • Posting on social media
  • Notify suppliers and stakeholders if there are payments ready for collection
  • Handle and distribute incoming and outgoing mail and emails.
  • Plotting Monday meeting agenda
  • Monitors company assets and properties
  • Monitors employee's lockers
  • Ensures utility bills will be paid on time
  • Safety committee coordinator

Record keeping:

  • Maintain accurate records of visitors, calls, and appointments
  • Assist in maintaining databases and contact lists.

Office Management:

  • Order and maintain office supplies, ensuring the availability of necessary resources.
  • Keep the reception area tidy and presentable.

Problem Resolution:

  • Address and resolve queries and concerns from both internal and external parties.
  • Escalate issues to the appropriate departments or personnel.

Confidentiality:

  • Handle sensitive information with the utmost confidentiality and discretion

Job Type: Full-time

Benefits:

  • Paid training

Work Location: In person

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