Division Secretay

3 days ago

Makati City, National Capital Region, Philippines PHILMETAL PRODUCTS, Inc. Full time ₱250,000 - ₱350,000 per year

Job summary:

The Division Secretary acts as key administrative support role within the Sales Support Engineering Division (SSD). This position is responsible for coordinating with internal and external departments to streamline the processing of documents related to customer orders, ensuring all documents are properly logged, distributed, and followed up. The secretary is instrumental in facilitating smooth internal operations and supporting inter-departmental communication.

Specific Duties and Responsibilities

Records, distributes to concerned departments, and keeps log file of the following documents/transactions:

  1. File of received memos from other operating units.

  2. Assist on the processing of weekly subcontractor releases by monitoring admin-hired installation crew and site safety officers' payrolls. Request for Actual Measurement (RAM) and Request for Mobilization (RFM) with assigned control number and forwards to Installation Department.

  3. Sales Contracts (SC/IC) – collates approved contracts and forwards to Production Writing section for preparation of Job Orders (JO)

  4. Inter-Office-Memo (IOM) – with assigned control number and forward to Accounting Department.

  5. Customer Installation Complaint Form (CICF) – Forward to Installation Department.

  6. Retrieves from HRAD incoming documents & distributes to concerned personnel in the Division.

  7. Collates outgoing documents and forwards to HRAD for transmittal to other concerned operating units.

  8. Types memo's, reports correspondence.

  9. Routing important memos to Department and Section Heads and ensure that recipient receives or read the memo. Maintains

  10. Process Allocation and Sales commission

  11. Monitoring and encoding Sales Intake (Makati, Regional & Cebu office)

  12. Routine Report: Day to Day Intake report.

  13. Logs and monitors receipts of fuel consumptions coming from SSD Head, Managers and Personnel of Installation with assigned Company service vehicle.

OTHERS

Reliever for:

Office Services

  • Perform certain task that maybe required from time to time.

  • Filing of Production File

  • Segregation of Job Order

  • Monitoring of Payment Request Form (PRF)

QUALIFICATIONS

Educational Attainment/ License

  • College Graduate of any four-year course
  • Degree in Office Administration is more preferred

Work Experience

  • With one year's work experience. Familiarity or exposure to Office Administration Job is an advantage.