Administrative Associate

16 hours ago

Cainta A, Philippines Ellebasy Medicale Trading Full time ₱180,000 - ₱216,000 per year

Job Description (JD):

The Administrative Associate is responsible for providing administrative support to ensure efficient operations within the assigned department. This includes handling communications, maintaining records, coordinating department activities, and ensuring compliance with company policies.

Key Responsibilities:

General Administrative Support:

  • Handle incoming and outgoing communications (emails, calls, memos) for the department.
  • Organize and maintain physical and digital filing systems.
  • Coordinate meetings, appointments, and department events.
  • Assist in preparing reports, presentations, and data entry.

Department-Specific Tasks:

IMS - Procurement & Sourcing:

  • Assist in processing purchase orders and supplier coordination.
  • Maintain records of suppliers, price lists, and purchase requests.

Logistics:

  • Support delivery scheduling and route planning.
  • Monitor shipment status and handle delivery documentation.

Bidding:

  • Assist in preparing bid documents and managing submission deadlines.
  • Keep track of bid results and ensure proper filing of related documents.

Records and Compliance:

  • Ensure documentation aligns with company standards and regulatory requirements.

Other Tasks:

  • Perform additional tasks as assigned by the department head.

Key Result Areas (KRA):

Administrative Efficiency:

  • Ensure timely completion of administrative tasks and smooth department operations.

Record Management:

  • Maintain accurate and organized records.

Communication Handling:

  • Respond to inquiries and relay information promptly.

Process Support:

  • Support department-specific processes like procurement tracking, delivery monitoring, and bid submission.

Compliance and Reporting:

  • Ensure proper documentation and adherence to company policies.

Key Performance Indicators (KPI):

Task Completion Rate:

  • Complete 100% of assigned tasks within deadlines.

Accuracy of Records:

  • Maintain zero errors in documentation and records.

Response Time:

  • Respond to internal and external inquiries within 24 hours.

Process Support Efficiency:

  • Ensure timely submission of procurement documents, delivery reports, or bid proposals.

Compliance Rate:

  • Ensure all records comply with company standards and external regulatory requirements.

Job Qualifications:

Education:

  • Bachelor's degree in Business Administration, Office Management, or any related field.

Experience:

  • At least 1-2 years of experience in administrative roles (preferred).

Skills:

  • Strong organizational and time-management skills.
  • Excellent written and verbal communication skills.
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and other office productivity tools.
  • Ability to handle multiple tasks and meet deadlines.
  • Strong attention to detail and accuracy.
  • Ability to work independently and as part of a team.

Other Requirements:

  • Willingness to be assigned to different departments as needed (IMS, Logistics, Bidding).
  • High level of integrity and confidentiality.

Job Types: Full-time, Permanent

Pay: Php15, Php18,000.00 per month

Education:

  • Bachelor's (Preferred)

Experience:

  • Administrative Assistant: 1 year (Preferred)
  • Administrative: 3 years (Preferred)

Language:

  • English (Preferred)

Work Location: In person

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