Office Assistant

About Alba Renewables

Alba is a renewable energy company committed to accelerating the transition to clean and sustainable power across Asia. With operations spanning the Philippines, Thailand, and Singapore, Alba develops, invests in, and manages renewable energy projects that deliver long-term value for communities, partners, and the environment. Our team is driven by innovation, collaboration, and a shared mission to help build a greener future.

Position Overview

The Office Assistant provides day-to-day administrative, HR, procurement, and clerical support to ensure the smooth operation of Alba's office and projects. This role includes handling financial documentation such as cash advance liquidation reports, expense reports, and reimbursements, as well as supporting general office administration, HR processes, travel logistics, procurement, and event coordination.

Key Responsibilities

1. Administrative Support

2. Provide general administrative support such as filing, scanning, photocopying, and maintaining office supplies inventory.

3. Assist in coordinating with suppliers, vendors, and service providers for office requirements.

4. Financial Documentation & Encoding

5. Prepare, encode, and file cash advance liquidation reports, expense reports, and reimbursements for employees requiring assistance.

6. Ensure completeness, accuracy, and timely submission of supporting documents.

7. Maintain organized records of financial reports for audit and tracking purposes.

8. HR Support

9. Assist with maintaining employee records and HR filing systems.

10. Support in the onboarding and offboarding of employees (preparing materials, assisting with documentation).
11. Assist with maintaining employee records and HR filing systems.

12. Support HR in employee engagement activities and internal communications.

13. Procurement Support

14. Source, canvass, and request quotations from suppliers for office and project needs.

15. Process purchase requests, purchase orders, and maintain procurement documentation.
16. Monitor deliveries, invoices, and payments in coordination with the Finance Team.

17. Maintain and update the list of approved suppliers and vendors.

18. Travel & Logistics Coordination

19. Assist with hotel bookings, flight reservations, and transportation arrangements for employees, visitors, and project-related travel.

20. Maintain travel and accommodation records and assist in monitoring travel budgets.

21. Coordinate with external providers to ensure smooth travel arrangements.

22. Event Management Assistance

23. Support the planning, logistics, and execution of company events, trainings, and meetings.

24. Assist in preparing event materials, invitations, and documentation.

25. Provide on-site support during events to ensure smooth implementation.

26. General Office Support

27. Assist in organizing meetings, events, and office activities.

28. Receive and route incoming calls, emails, and correspondence.
29. Provide support to other teams on administrative needs as directed.

Qualifications

• Bachelor's degree in Business Administration, Office Management, HR Management, or related field.
• At least 1–2 years of experience in administration, procurement, HR, or office coordination (fresh graduates are welcome to apply).
• Proficient in MS Office (Word, Excel, PowerPoint) and comfortable with digital tools.
• Strong organizational skills with keen attention to detail and accuracy.
• Good written and verbal communication skills.
• Ability to handle confidential information with discretion.
• Proactive, reliable, and able to work independently as well as in a team.

Core Competencies

• Attention to Detail – Ensures accuracy in financial, HR, procurement, and administrative documentation.
• Time Management – Able to prioritize multiple tasks and meet deadlines.
• Communication – Clear and professional interaction with internal teams and external partners.
• Problem-Solving – Anticipates needs and provides solutions for logistical, HR, procurement, and administrative concerns.
• Adaptability – Flexible and able to handle varied administrative, HR, and procurement tasks.
• Collaboration – Works effectively with colleagues across departments.