Admin Associate

Job Summary:

The Admin Associate is responsible for handling various administrative tasks to support the smooth operation of the company. This includes managing billing processes, ensuring compliance with government requirements, overseeing company vehicle registrations and insurance, handling multimedia editing, scheduling messenger activities, coordinating company events, and performing other general administrative duties. The role requires attention to detail, strong organizational skills, and the ability to work collaboratively with different departments.

Key Responsibilities:

Billing:

• Process and monitor monthly recurring payments
• Update and maintain a database of monthly recurring bills.
• Create and submit monthly billing reports.
• Secure and upload soft copies of billings and payment records to the server.

Compliance:

• Process government compliance requirements
• Maintain and distribute copies of compliance documents to Sales and Purchasing.
• Obtain and secure financial documents
• Process accreditation including documentation and payment processing.
• Schedule and manage quarterly pest control services.

Company Vehicle & Employee Vehicle Management:

• Monitor and process yearly registration and insurance renewals for company and employee vehicles.

Fire and Vehicle Insurance:

• Process Fire Insurance renewals for 6F, Siklot, and Cattleya.
• Handle insurance claims processing, including vehicle towing and fire damage claims.

Multimedia Editing:

• Create marketing materials, including videos, presentations, posters, and certificates.
• Collaborate with other departments to edit videos and design collateral.

Messenger Scheduling:

• Plan and oversee daily messenger schedules.
• Track and document messengers' daily accomplishments, routes, and itineraries.
• Generate and submit monthly man-hour reports for messenger activities.

Office Supplies:

• Prepare Monthly Requisition and Issue Slip Report (RIS) and Monthly Office Supply Inventory Report (MOSI).
• Release office supplies upon employee or project request, recording the transactions in the logbook and monitoring sheet for employee accountability, particularly for non-consumables.
• Request supply replenishment of office supplies and medicine as needed.

Property Management:

• Process property release, requisition, borrowing, return, transfer, and address defects.
• Monitor tools, manage requisition, return, transfer, and handle defects.
• Create Accountability Forms for new, additional, or replacement tools.
• File Accountability Forms and distribute copies to Accounting and HR for inclusion in 201 files.
• Monitor office equipment, manage requisition, return, transfer, and handle defects.
• Create Accountability Forms for office equipment for new, additional, or replacement items.
• Release company SIM cards to employees, explaining and ensuring contract signing.
• Update Accountability Forms for changes and/or revisions.
• Prepare Monthly Inventory Report.
• Process office air conditioning cleaning, repair, and related services.
• Handle repair, installation, and maintenance of telecommunication and internet connections, including obtaining necessary permits.

Other Duties:

• Ensure cleanliness and maintenance of common areas.
• Perform other tasks as assigned from time to time.

Qualifications:

• Bachelor's degree in Business Administration or a related field is preferred.
• Proven experience in office administration or similar roles.
• Strong organizational and multitasking skills.
• Knowledge of government compliance processes is an advantage.

Skills:

• Proficiency in Microsoft Office Suite (Word, Excel, Powerpoint).
• Strong communication and interpersonal skills.
• Attention to detail and accuracy in documentation.
• Ability to work independently and as part of a team.

Competencies:

• Accountability and ownership of assigned tasks.
• Problem-solving and adaptability.
• Efficiency in managing multiple responsibilities.
• Collaboration and teamwork.

Working Conditions:

• Office-based role
• Interaction with different departments and external agencies.