Operations Assistant

14 hours ago

Calamba, Calabarzon, Philippines ZLab International Full time

Duties and Responsibilities:**

  • First to answer all incoming calls
  • Prepare and mail all contact reports made by operations manager from all branches
  • Monitors reply/acknowledgement of emails to recipients
  • Including inventory and maintenance of inventory
  • Oversee all administrative aspects of seminars /training/ meetings including registrations, confirmations, certificates, badges & evaluations, preparation and mailing of materials to attendees/branches operations – preparation of minutes of the meeting.
  • Administers examination during seminars/trainings and summarizes it within 24 hours and submits it to direct superior
  • Generally assist Operation Manager during trainings by making sure all training materials/supplies are adequate
  • Monitors skills development plan of each staff and submits training plan/schedule for staffs accordingly.
  • Assist Operations Manager during operations meetings; taking registrations/attendances and take minutes of the meeting. Requests meal or snacks during seminars and meetings.
  • Summarizes minutes of the meeting and send it to direct superior, upon approval sends minutes to all concerned personnel/recipients and monitors development and feedback.
  • Filing of operations materials in general files area
  • Collates operations managers and training officers target schedules every week
  • Summarizes operations weekly accomplishment reports versus target schedule
  • Makes memo for erring branch employees and ensures receipt of memo to recipient. Monitors explanation letters from recipients if needed and submits it to HR for filing and proper action
  • Monitors response and corrective/preventive actions done by branch Supervisor officers for inventory findings
  • Collates monthly reports from Branch key person and monitors on time submission
  • Keep track of kits & files
  • Prepares JV kits & proposal letters for prospects before meetings (if necessary)
  • Ensures that branches are informed of marketing activities ahead of time
  • Submits letter of intent to prospect sites
  • Monitors and makes follow up on letter of intent submitted
  • May be called upon to assist with special projects and assume responsibility for the development, administration, and promotion of specific projects, as required like branch opening assistance and event set-ups &
  • May perform other related tasks as assigned by the superior.

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