SUMMARY OF JOB DESCRIPTION
The Admin Assistant reports to the HR Shared Services Manager on a day-to-day basis. This position will support the Administrative needs for shared services operation.
CORE RESPONSIBILITIES
· Responsible for the facilitation of processes necessary to activate administrative and safety officer functions. In addition, the position shall also support in managing initiatives developed and conceptualized for the purpose of initiating and sustaining transformation of the entire shared services division.
DUTIES AND RESPONSIBILITIES
ADMINISTRATIVE FUNCTION
- Assist with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments; completing expenses reports; composing and preparing correspondence; arranging complex and detailed travel plans; itineraries and agendas and compiling documents for meeting.
- Give guidance in handling requests, errors, problems, complaints and/or disputes.
- Prepare and manage reports, manuals, correspondence, and other documents.
- Maintain records, including inventory, orders, supplies, and maintenance documentation.
- Fixed Assets - keeping track of the location, assignees, and condition of all company assets (affiliates)
- Mobile Phones and ICT devices - management of all company mobile phone accounts and facilitate corporate account application including its assignees, applications, renewals, terminations, and assistance in the handling of telco issues and concerns.
- Travel – facilitation of all official travels
- Motorpool – assistance of all company-owned vehicles e.g. assignees, registration, etc (affiliates).
- Housekeeping and pest control – upkeep of the office, including janitorial, sanitation, disinfection, and maintenance (affiliates)
- Create monthly vendor and consumables reports to present trending, historical costs, and changes in consumption rates with regard to expense details, budgeting, and pricing (affiliates).
- Conducts monthly physical Inventory of office equipment, supplies, and furniture (affiliates).
- Assist in negotiating a contract with suppliers to obtain the best price and service, competitive bidding for vendor services
- Maintain contractual and business relationships with vendors to communicate policies, expectations, payment information, and areas of improvement.
QUALIFICATIONS
- Candidate must possess at least a Bachelor's Degree of Business Administration, Office Management or any
- Nice to have experience in administrative function and liaison
- Can work under pressure with minimal supervision.
- Team player
- Computer literate such as MS Office applications, has software knowledge on Microsoft project
- Detail-oriented, service-oriented, honest and can multi task.
- Proficient in English both written and verbal communication
COMPETENCIES
1. Result and service-oriented
2. Can handle confidential matters
3. Attention to details
4. Strong leadership skills
5. Customer focus
6. Problem-solving skills
7. Can manage conflict
8. Good Tagalog and English speaking skills
9. Able to work independently
10. Show good computer skills
11. Can develop and influence others
12. Develop effective processes
13. Can build a successful team
14. Compensation & Benefits knowledge
15. High-spirited and exudes a positive attitude.
16. Conscientious in terms of being on time and at work
Job Type: Full-time
Salary: Php17,000.00 - Php20,000.00 per month
Benefits:
- Flexible schedule
- Flextime
- Health insurance
Schedule:
- Day shift
- Flextime
Supplemental pay types:
- 13th month salary
- Overtime pay
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