Administrative Assistant

1 JOB DESCRIPTION

The Admin Assistant – Operations provides comprehensive administrative and clerical support to the Operations Manager, ensuring efficient coordination of operational activities, accurate timekeeping for payroll processing, and organized assistance to the Accounting team when necessary.

The role is essential in ensuring smooth day-to-day business operations by maintaining well-documented records, smooth workflow across departments, and strict confidentiality of employee and financial data.

The ideal candidate is organized, detail-oriented, and proactive, capable of working independently and handling multiple priorities while maintaining a high level of professionalism and accuracy.

2 RESPONSIBILITIES

Operational Support

· Provide administrative and clerical support to the Operations Manager.

· Handle filing, organizing, and safekeeping of employee and operational documents (digital).

· Prepare reports, meeting minutes, and other correspondence as directed.

· Assist in maintaining and updating FYT's operational databases, trackers, and documentation systems.

· Coordinate with team leaders and departments for required submissions and documentation.

· Coordinate with the Office Administrator for supply and IT equipment requests or procurement.

· Assist in employee ID preparation and printing order.

· Conduct research or data gathering as needed to support operations.

· Coordinate logistics and requirements for staff movements, meetings, and company events.

· Assist in monitoring compliance with company policies and operational standards.

Timekeeping & Payroll Assistance

· Collect and fill out employee timesheets accurately for payroll processing.

· Encode attendance data, overtime, leaves, and adjustments into payroll templates or systems.

· Verify and coordinate any discrepancies in attendance or payroll data.

· Send payslips to employees upon instruction from Management.

· Maintain confidentiality of payroll and employee information at all times.

Accounting Assistance

· Support the Accounting team in organizing and filing receipts and expense reports.

· Assist in encoding financial data into accounting spreadsheets or systems when needed.

· Help track cash advance disbursements, reimbursements, and liquidation reports.

· Provide clerical support for invoice preparation and payment documentation when necessary.

· Assist in ensuring proper labeling and safekeeping of accounting records for audit and compliance purposes.

· Track and assist in resolving minor employee operational concerns and escalate issues to the Operations Manager when needed.

3 QUALIFICATION

· Graduate of Business Administration, Accounting, or a related course.

· At least 1 year of experience in administrative, accounting, or payroll/timekeeping support.

· Proficient in MS Excel, Word, and email communication.

· Proficiency in Google Workspace (Docs, Sheets, Drive), Canva and Adobe is an advantage

· Organized, detail-oriented, and able to manage multiple tasks efficiently.

· Familiarity with basic payroll and accounting procedures is an advantage.

· Proficient in communication tools such as Zoom, Teams, and WhatsApp.

4 EQUIPMENT REQUIREMENT

· Reliable computer or laptop with dual monitors.

· Noise-cancelling headset with microphone.

· Clear webcam for meetings and virtual coordination.

· Stable wired Internet connection (wireless or prepaid not recommended).

5 DESIRED PERSONAL QUALITIES

· Accuracy & Attention to Detail: Ensures correctness in operational, payroll, and accounting records.

· Organization: Maintains efficient filing and record-keeping systems.

· Dependability: Completes assigned tasks promptly and with minimal supervision. Strong sense of accountability and ownership of assigned tasks.

· Confidentiality: Handles sensitive employee and financial data responsibly.

· Collaboration: Coordinates effectively across Operations, Payroll, and Accounting functions.

· Demonstrates integrity, confidentiality, and commitment to FYT's operational excellence.

Job Type: Full-time

Pay: Php20, Php25,000.00 per month

Benefits:

• Health insurance

Application Question(s):

• Do you have at least 1 year of experience in administrative, accounting, or payroll/timekeeping support?
• Are you proficient in Microsoft Excel and Google Workspace (Docs, Sheets, Drive)?
• Do you have a reliable computer or laptop with dual monitors and a stable wired internet connection?
• Have you previously handled confidential employee or financial records?
• What is your expected monthly salary (in PHP)?

Work Location: Remote