Admin Associate

Job Description

The Administrative Associate provides administrative, secretarial and customer service support for the company thru petty cash management, travel bookings, record keeping, meeting & conference coordination, obtaining supplies, coordinating direct mailings, and working on special projects that will contribute to efficient delivery of Admin services.

Qualifications

Secretarial Support

1. Ensures timely & error-free preparation of meeting notices, meeting notes, internal support materials and minutes of meetings as needed

2. Thoroughly screens incoming calls and correspondences including faxes and prioritizes important ones

3. Ensures that meetings, interviews, events and other similar activities are well organized and well-coordinated

4. Manages files ensuring that they are easily accessed and retrieved

5. Extends secretarial functions to visiting managers and executives

Administrative Support

1. Purchase requests for Admin supplies are accurately and timely prepared

2. Oversees the regular maintenance of all conference rooms assigned to Admin to ensure its cleanliness, orderliness and availability of necessary supplies

3. Handles Petty cash disbursements within the allowable amount and ensures strict implementation of guidelines and procedures

4. Assists Admin Sup in all aspects of administrative management, directory maintenance, logistics, equipment inventory and storage

5. Properly manages inventory of assets and supplies, monitors critical level of stocks, sources for suppliers and submits invoice(s)

6. Prepares the Purchase Requisition (PR) / Purchase Order (PO) and assists in the purchasing, storing and distribution of office supplies and equipment of the Administrative department to ensure smooth and efficient office operation

7. Transportation and hotel booking needs of guests and employees from staff to managers are properly arranged and coordinated and ensures timely encoding of all travel transactions in SL

8. Coordinates between departments and operating units in resolving day-to-day administrative and operational problems

9. Handles timely and accurate releasing of check payments and corresponding BIR forms to suppliers

10. Handles all day-to-day admin operational matters

Customer Service

1. Receives walk-in guests and directs them to identified employees

2. Ensures proper maintenance and upkeep of receiving area for incoming guests

3. Handles timely and accurate ordering and receiving of food deliveries

4. Ensures timely sending out and receiving of documents, mails and packages

Other Tasks

1. Assists in the implementation of admin projects and directives as needed

2. Contributes to network expansion of accredited suppliers for Admin-related services

3. Performs other related activities that may be assigned by immediate superior

4. To assist in all emergency response related activity such as but not limited to logistics and monitoring activities during emergency