Administrative Assistant

The position is primarily responsible for providing administrative and general staff assistance to Area Head and to the team.

Responsibilities:

A. Administrative Support

1. Assists visitor and screens caller in a professional manner; ascertains the nature and purpose of the call/visit so that the Superior can be informed beforehand.

2. Organizes and monitors daily schedule of the Area Head

3. Checks meeting request and other appointment of the Area Head

4. Updates and maintains the calendar of activities for the team

5. Manages the logistic needs of the team (e.g. meeting venues, meals during meeting, multi-media equipments, service vehicle, etc.)

6. Coordinates business itineraries and travel requirements of the Area Head as well as cash advances and liquidations

7. Provides administrative assistance on the following:

a. Drafts business letter, simple memo and other similar correspondence

b. Prepares minutes of the meeting

c. Records incoming documents and other confidential correspondences.

B. File Management

a. Maintains general control of filing system of all memoranda, correspondences, reports, lease of contract, 201 file, SCM and NDA, NSD and documents for record purposes.

b. Ensures proper accountability of assigned assets of all personnel assigned in the area office

c. Organizes files for easy and quick reference.

C. General Staff Assistance

1. Facilitates service request of personnel within the company

2. Attends to all incoming and outgoing correspondences and ensures that these are promptly given to the appropriate personnel.

3. Ensures that rental payment of lease contract and all checks payment are delivered

4. Ensure timely payment of utility bills of the area office

5. Takes charge of collecting and distributing communication and merchandising materials (e.g. marketing posters, collaterals, reports, memos) for all branches

6. Handles telephone and computer unit requests such as additional lines and unit, transfer, cancellation, etc.

D. Reporting

1. Consolidates branch reports for area and regional requirement

2. Ensures timely accomplishment of I-Work

3. Prepares requested report from other business units

4. Prepares monthly competitor's activity report

E. Assets and Supplies Management

1. Keeps and updates inventory of supplies for the area

2. Maintains an ideal stock inventory of supplies for the area

3. Prepares supplies requisition for endorsement to the Procurement Department thru MARS and SOMS

4. Receives and accepts delivery of assets and supplies of the area (accountable and non-accountable)

5. Files Receiving Reports

6. Releases asset to accountable person

F. Others

1. Reports any matter that needs to be urgently acted upon

2. Immediately reports any fraudulent act observed in the area and branches to Area Head, Regional Head or HRDD.

3. Makes recommendations and proposals on matters pertinent to the job.

4. Participates actively during staff meetings, training programs and other professional development work

5. Performs other related duties as assigned.

Qualifications:

• Graduate of any four year course
• Preferably with at least one (1) year work experience as Administrative Assistant or Secretary
• Fresh graduates are welcome to apply
• Knowledgeable in record keeping, and office management
• Willing to work in project-based employment
• Must be willing to work in Cagayan de Oro

"We proudly celebrate diversity. We are committed to promoting inclusion in our workplace. We consider all applicants for employment based on the qualification required for the role."

Job Type: Full-time

Ability to commute/relocate:

• Cagayan de Oro City: Reliably commute or planning to relocate before starting work (Required)

Education:

• Bachelor's (Required)

Experience:

• Administrative: 1 year (Preferred)

Work Location: In person