Site Administrative Assistant

7 days ago

Pasig, National Capital Region, Philippines InteLogix Full time ₱300,000 - ₱450,000 per year

JOB DESCRIPTION:

Reception & Communication

  • Greet visitors—including contractors and staff—manage telephone/email inquiries, screen calls, and take messages.
  • Manage incoming/outgoing mail, deliveries, and packages; coordinate shipping/receiving tasks.
  • Coordinate and oversee the end-to-end preparation for client visits and VIP guest engagements, ensuring all arrangements adhere to established protocols and quality standards.
  • Maintain and regularly update all on-site communication channels, including LED screens and announcement boards, to ensure timely and accurate dissemination of information.

Documentation & Work Orders

  • Maintain organized digital and physical filing systems, database records, and document templates.
  • Monitor, create, and distribute work orders, updates, and preventative maintenance logs.

Administrative & Operational Support

  • Schedule and track meetings, appointments, and events; prepare agendas and take minutes.
  • Assist with vendor coordination and contractor scheduling.
  • Oversee office and stockroom supplies, janitorial needs, and equipment.
  • Manage keys, access credentials, or departmental credentials.
  • Collaborated with cross-functional teams to support operational goals
  • Oversee scheduling of janitorial and security staff
  • Ensure proper documentation, in form of photos, videos, etc. of all on-site activities, aligned with their intended purpose

Financial & Budget Support

  • Process invoices and purchase orders and liaise LGU permitting
  • Assist with budget tracking and generate financial or operational reports.
  • Manage the end-to-end processing of local procurement requests to support on-site engagement activities, ensuring compliance with internal policies and timelines.

Technical & Facilities Liaison

  • Support facilities staff with basic troubleshooting, logging issues, and using maintenance management systems
  • Participate in safety initiatives and ensure compliance with operational protocols.

QUALIFICATIONS:

  • College graduate of any related course.
  • Minimum 2 years' experience and should be in the BPO industry.
  • Excellent communication skills.
  • Strong analytical skills.
  • Must be willing to work on-site (Estancia Mall, Capitol Commons, Pasig City) and graveyard schedule (9PM to 6AM).

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