Administrative assistant

4 days ago

Manila, National Capital Region, Philippines Medica Clinics Full time ₱250,000 - ₱350,000 per year

The ideal candidate will exhibit high standards, excellent communication skills, and have an ability to take initiative, and prioritize daily tasks. A strong ability to take charge and meet tight deadlines will ensure your success in this multi-faceted role.

Responsibilities

  1. Provide general support to GM, DGM and Area Heads.

  2. Handles request for approval, get them signed and execute.

3 Serve as first point of contact for external visitors, maintenance engineers, medical representative etc.

  1. Prepares memo, e mail, letter, report and distribute to concerned departments..

  2. Organize schedules, appointment, meetings and take detailed minutes.

  3. Prepares daily timesheet for payroll and maintains the record of staff schedules.

  4. Prepares PO as directed by managers.

  5. Handles the pharmacy request, maintains the record of expiry products and monthly inventory.

  6. Responding to emails, calls and all enquiries on time in professional and respectful way.

  7. Monitor office supplies, inventory, order and request. This includes the monitoring and keeping enough stocks of necessary forms, logsheets, patient cards, medical file folders etc.

  8. Monitor the kitchen and housekeeping supplies, inventory, order and request.

  9. Monitor the drivers expense and the issuance of fuel cards.

  10. Dealing with colleagues in professional manner and respect.

  11. Develop and maintain filing system both computer and manual.

  12. Preparation and submission of required regular reports in efficient and timely manner.

  13. Maintain the contact list, Internal and External. (Admin, Pharmacy and Main Store)

  14. Carry out the administrative duties such as filing, typing, copying, binding, scanning etc.

  15. Producing copies of the needed forms to be used in operation.

  16. Calling for repairs and preventive maintenance for office equipments and machines.

  17. Maintain machine history and update the company list with respective assigned Engineer contacts.

  18. Submit and reconcile expense report of petty cash.

  19. Assisting the HR in recruitment, on-boarding and termination processes.

  20. Organize the schedule of interviews and assist the applicants. Providing the necessary stuff for the newly joined employee. Making sure employee will submit and surrender all things issued by the company before leaving.

  21. Ensure all Admin offices are clean, organize and well kept.

  22. Meeting room preparation when there is scheduled meeting.

  23. Proper filing and labelling of files to be sent in Villa Store.

  24. Other tasks and duties as assigned from time to time

Qualifications

  • Bachelor's degree or equivalent experience
  • At least 2 years experience as an Admin Asst or Office Assistant.
  • Proficient in using computer (MS Office, MSWord, MS Excel and MS Power Point). With pleasing personality
  • Excellent in communication both written and verbal.
  • Strong knowledge in office management and ability to multi task.
  • Competent in assisting high ranking official in the company.
  • In depth understanding of Integrity and Confidentiality.
  • Able to work in 2 shifts

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