Administrative Assistant

2 weeks ago

SM City Fairview, Philippines PROFESSIONAL MAINTENANCE GROUP INC Full time ₱250,000 - ₱350,000 per year

I. NATURE OF JOB

Administrative assistant duties and responsibilities include providing administrative support to ensure efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material. Familiar with a variety of the field's concepts, practices and procedures.

II. BASIC TASKS & RESPONSIBILITIES

  1. Answer and direct phone calls

  2. Organize and schedule meetings and appointments

  3. Maintain contact lists

  4. Produce and distribute correspondence memos, letters, faxes and forms

  5. Assist in the preparation of regularly scheduled reports

  6. Develop and maintain a filing system

  7. Order office supplies

  8. Book travel arrangements

  9. Submit and reconcile expense reports

  10. Provide general support to visitors

  11. Provide information by answering questions and requests

  12. Research and creates presentations

  13. Handle multiple projects

  14. Prepare and monitor invoices

  15. Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques

  16. Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies

  17. Contribute to team effort by accomplishing related results as needed

  18. Carry out administrative duties such as filing, typing, copying, binding, scanning etc.

  19. Maintain computer and manual filing systems

  20. Handle sensitive information in a confidential manner

  21. Take accurate minutes of meetings

  22. Coordinate office procedures

  23. Reply to email, telephone or face to face enquiries

  24. Develop and update administrative systems to make them more efficient

  25. Resolve administrative problems

  26. Receive, sort and distribute the mail

  27. Manage staff appointments

  28. Maintain up-to-date employee holiday records

  29. Coordinate repairs to office equipment

III. EDUCATION AND OTHER REQUIREMENTS

A. Minimum Educational Requirement

1.) Must be at least a College graduate and able to communicate in English.

2.) Must have at least one (1) year relevant experience in administrative work.

3.) Must be able to work alone with minimal supervision.

B. Special Skills Requirement

1.) Must be computer literate and proficient in MS Office applications.

Job Type: Full-time

Work Location: In person

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