Admin. Assistant

5 days ago

Pasig, National Capital Region, Philippines iPROTECT CONSULTANCY AND INSURANCE AGENCY INC. Full time ₱250,000 - ₱500,000 per year

Procurement & Purchasing Functions:

  1. Sources and coordinates with new suppliers and maintain strong relationships and long-term purchasing agreements with existing suppliers and vendors.
  2. Obtains and updates information of suppliers and process possible Memo on Agreement (MOA).
  3. Contacts and coordinates with vendors/suppliers/insurance partners regarding requests, purchase orders and merchandise, new products, market conditions, and trends;
  4. Prepares and coordinates company needs and purchase from new suppliers or vendors not associated with the list of suppliers at hand.
  5. Arranges and schedules delivery of supplies, equipment, furniture, marketing supplies from supplies and insurance partners and comparing product deliveries with issued purchase orders to ensure there are no discrepancies.
  6. Receives purchase requests and counter-checks throughout the company and coordinates with Managers, Branch Managers or Department Heads to determine purchasing needs and specifications.
  7. Assist and monitoring to office supplies and medicine inventory by checking actual stock to determine inventory level; anticipating needed supplies; recommend new office products; placing orders for supplies.
  8. Receives requests, inspects, and distributes office supplies to appropriate requesting departments and individuals; files damage claims with courier services, companies and suppliers.
  9. Responsible for preparing and purchasing of office cleaning materials, janitorial/utilities consumables, rice provisions and other needs of the Head Office in terms of household needs.
  10. Canvasses and evaluates the quality and appropriateness of supplies and equipment; obtaining quotations, conducts cost/quality comparisons prior to submitting requests to Admin Supervisor or Admin Manager.
  11. Prepares periodic reports related to purchasing, inventory, and shipping and receiving within the company.

Accounting Functions:

  1. Prepares and processes Disbursement Forms pertaining to the following request and endorses them to the Accounting Dept.

  2. Receives and processes company and branches requests for utility applications such as Internet, Water, Electric and telecommunications.

  3. Responsible for collecting and generating Employee Monthly Phone bills, request for payment and authority to deduct as needed, endorses for approval and submits to accounting for payment processing.

Admin Functions:

  1. Receives, monitors, maintains records and coordinates with Branch and Regional Managers with new branch opening / closing branches regarding the checklist of needed documentations and materials.
  2. In-charge in monitoring preventive maintenance of air-conditioning units, CCTV and office equipment, perform troubleshooting techniques and coordinate repair schedules.
  3. Maintains and monitors cellphone accountability Masterlist and requests replacement/upgrades.
  4. Making travel arrangements, such as booking flights, cars, and making hotel and restaurant reservations.
  5. Responsible for records management of the Department, ensuring the filing system is comprehendible and enabling quick retrieval of records.
  6. Other tasks that may be assigned from time to time as long as it is assigned by the Department Head.

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