Admin Support

The Administrative Assistant (Operations) provides comprehensive administrative and logistical support to the Operations Department. This role ensures smooth day-to-day processes by managing documentation, training coordination, reporting, logistics arrangements, and records management. The position requires strong organizational skills, attention to detail, and the ability to coordinate with multiple stakeholders (internal staff, vendors, and contractors)

Key Responsibilities

1. Administrative & Documentation Support

• Prepare, process, and track Request for Payment Forms (RPFs), permits (DOLE, BFP, BCEO), and related financial documents.
• Manage the creation, scanning, archiving, and disposal of official documents, certificates, and records in SharePoint
• Maintain updated organizational charts, bulletin boards, calendars, and whereabouts for Operations staff.
• Support creation, formatting, and binding of reports, presentations, and training materials.
• Facilitate transmittals, courier, and distribution of documents, permits, and supplies.

2. Training & Certification Coordination

• Organize and administer training programs (PTW, PICWS, H2S, and other refresher or face-to-face sessions).
• Send training and exam links, monitor attendance and results, and communicate pass/fail status to activity owners and sponsors.
• Update personnel records in OPLAN and issue certificates for successful participants.
• Coordinate with facilitators, vendors, and staff for logistics, training rooms, and required supplies.

3. Reporting & Monitoring

• Generate routine reports and verify for accuracy and completeness before submission to stakeholders.
• Maintain and update Power BI / Excel dashboards, trackers, and monitoring files.
• Manage and monitor inventory of PPE, tokens, prizes, and office supplies.
• Support procurementprocesses (quotation requests, GENWO/PO creation, vendor coordination).

4. Logistics & Office Events Support

• Coordinate logistics requirements for meetings, workshops, and Operations events (venue booking, food orders, transport arrangements).

5. Personnel & Records Management

• Create and update OPLAN profiles for personnel, including certificates and training validity dates.
• Monitor compliance of Prime Energy staff to Site pre-mobilization requirements and certifications.
• Update the SWP core crew rotation schedule in OPLAN.
• Provide regular updates to activity owners and sponsors on compliance and outstanding requirements.

Qualifications:

• Bachelor's degree in Business Administration, Office Management, or related field.
• Minimum 2 years of experience in administrative support, preferably in operations, energy, or related industries.
• Proficiency in MS Office (Excel, Word, PowerPoint) and familiarity with SharePoint, and reporting tools.
• Experience in organizing big meetings and events
• Experience in documentation, logistics coordination, and training support is an advantage.
• Working knowledge in SAP procurement process and Power BI is a plus.
• Highly organized with the ability to manage multiple tasks and deadlines
• Ability to generate, consolidate and reconcile reports with high accuracy.
• Effective communication and coordination skills (verbal and written).
• Professional demeanor with the ability to interact across all levels of organization.
• Strong coordination skills with proactive approach to follow ups and stakeholder updates.
• Ability to work under pressure and meet deadlines.
• Can work with minimal supervision.
• Confidentiality and discretion in handling sensitive information.

Job Type: Full-time

Pay: Php18, Php19,000.00 per month

Benefits:

• Company events
• Employee discount
• Pay raise

Work Location: In person