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Office Staff

44 minutes ago

Pulong Santa Cruz, Calabarzon, Philippines The Grandew Corporation Full time

Job Responsibilities:

  1. Learn and understand office management procedures and principles
  2. Perform all administrative and clerical duties necessary for effective office management
  3. Maintain electronic and paper records ensuring information is organized and easily accessible
  4. Organize a filing system for important and confidential company documents
  5. Ensuring all government documents on display is up-to-date.
  6. Daily record keeping and filing of documents.
  7. Controlling, managing, sorting and distributing documents or files
  8. Inventory updating, monitoring, management and status reporting of office supplies and equipment, and negotiate terms with suppliers to ensure the most cost-effective orders
  9. Controlling, recording and releasing of equipment and office supplies to staff members
  10. Diligent procurement of cost-effective materials, services, supplies, and equipment necessary for the company's overall operation.
  11. Contact suppliers/vendors to follow-up proposals or quotations, and/or expedite delivery of goods or services.
  12. Liaising and negotiating with vendors and suppliers to ensure the quality of stock purchases as specified by the inventory controller or General Manager
  13. Verifies goods and receipts, and coordinate with corresponding department if necessary
  14. Distribute supplies to the appropriate department or work stations.
  15. Receive, distribute and/or safekeep correspondence and materials, such as documents, letters, packages, invoices, and office supplies to staff members
  16. Answering and screening telephone calls, forwarding calls, taking and relaying messages, and responds to queries.
  17. Professionally greet and receive guests and clients, as well as assist, guide, and offering them refreshments and/or reading materials.
  18. Entertain government routinely visits/audits
  19. Overseeing the activities of office cleaning staff or vendors, maintenance staff or vendors, and security personnel.
  20. Ensuring cleanliness, proper maintenance and organization of all parts of the office
  21. Ensuring company protocols are being executed and followed.
  22. Ensuring maintenance and cleaning logs are updated daily
  23. Monitor, facilitate and liase renewal of government compliances such as business permit, barangay clearance, etc.
  24. Compile, proofread and revise drafts of company documents and reports.
  25. Prepare reports, presentations and correspondence accurately and swiftly as assigned.
  26. Maintain a company calendar and schedule appointments
  27. Arrange travel and accommodation for company executives, and staff members.
  28. Organize meals and refreshments for clients, visitors, company executives, or staff members as scheduled, required or needed
  29. Organize meetings and prepare necessary rooms, materials or documents for the meeting
  30. Coordinate arrangements, meetings and/or conferences as assigned.
  31. Coordinate, organize and schedule in-house and external company-related events and/or celebrations.
  32. Assisting different departments with tasks such as proof-reading, encoding, filing, preparation, dispatching of documents or samples, and procurement.
  33. Assisting the Accounting department with tasks such as processing incoming bills/invoices, verify receipts and banking.
  34. Assisting the HR department with HR-related tasks such as job postings, orientation, bulletin board updates, etc.
  35. Assisting the operations department as needed
  36. In the absence of sales admin, monitor, print, file, and update the inventory records of consignment customers
  37. Operate and maintain office equipment.
  38. Hiring maintenance vendors to maintain, or repair or replace damaged office equipment
  39. Hiring maintenance vendors to maintain, or repair any part of the office
  40. Immediately reports to the General Manager critical issues such as major repairs, etc.
  41. Create report regarding daily records and activities, problems, recommendations and updates.
  42. Utilizes continuous improvement mindset and assists in identifying opportunities to improve processes.
  43. Protects the organization's reputation by keeping all company-related information confidential
  44. Report any incidents or damage
  45. Performs other duties as assigned