Administrative Assistant
1 day ago
Position Summary:
The Administrative Assistant provides structured, part-time operational support across administration, HR, finance coordination, inventory documentation, and compliance. The role focuses on maintaining accurate records, monitoring routine follow-ups, and consolidating management information to support timely and well-informed decision-making. This position does not hold approval authority and operates under the direction of the General Manager.
- Maintain organized physical and digital filing systems
- Encode and organize sales invoices, purchase and delivery receipts, and delivery documentation
- Prepare BIR Form 2307 for applicable sales and purchases
- Take meeting minutes and track action items against timelines
- Create and maintain written process guides and flowcharts for all systems used across both branches
- Encode and maintain recipe cards, inventory lists, checklists, and departmental documentation
- Ensure version control and proper archiving of outdated documents
- Maintain employee 201 files and HR records
- Assist with interview scheduling, background checks, and onboarding documentation
- Encode and process employee attendance, timesheets, tips, and service charge summaries
- Track probationary reviews, appraisals, and contract milestones for GM attention
- Maintain training attendance and completion logs
- Assist with purchase requests, stock transfer requests, and vendor documentation
- Maintain vendor master lists (contacts, pricing, terms)
- Coordinate ad hoc purchasing documentation and driver dispatch schedules
- Maintain basic equipment and smallwares inventory logs
- Track warranties, service histories, and reported issues of every equipment
- Schedule preventive maintenance for store equipment across both branches
- Coordinate pest control, fire safety, aircon servicing, and similar services
- Secure building permits, delivery permits, and service access approvals
- Track compliance documents (BIR, DTI, LGU) and renewal deadlines
- Prepare weekly or monthly expense summaries from encoded receipts
- Reconcile delivery receipts against purchase requests and flag variances
- Track supplier credit terms and payment schedules for follow-up
- Prepare petty cash advance liquidation summaries for review
- Maintain basic price comparison sheets for frequently purchased items
- Process B2B orders and coordinate fulfillment with kitchen and FOH
- Monitor B2B payments and follow up on outstanding balances
- Maintain a B2B client and pricing reference list updated
- Keep GrabFood and FoodPanda apps up to date
- Track promo or contract terms and expiry dates
- Consolidate weekly admin task summaries (completed, pending, blockers)
- Track completion of operational logs (sanitation, maintenance, audits)
- Consolidate incident reports and customer complaint documentation
- Prepare audit-ready folders (digital and physical)
- Update menus, signages, and basic marketing collaterals as instructed
- Maintain menu change and pricing logs
- Coordinate timelines for photos, content requests, and approvals
- Track deliverables for partnerships or collaborations
Job Type: Full-time
Pay: Php18, Php20,000.00 per month
Benefits:
- Additional leave
- Company events
- Discounted lunch
- Employee discount
- Health insurance
- On-site parking
- Opportunities for promotion
- Paid training
- Pay raise
- Promotion to permanent employee
- Staff meals provided
Ability to commute/relocate:
- South Triangle 1103 P00: Reliably commute or planning to relocate before starting work (Preferred)
Experience:
- Administrative Assistant: 1 year (Preferred)
Language:
- English (Preferred)
Work Location: In person
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