Admin Associate

Job Description

The Administrative Associate provides day-to-day administrative and clerical support to the Administrative Manager and various departments within the Iligan Plant. The role is responsible for ensuring efficient office operations by coordinating administrative activities, managing office supplies and records, providing logistics support, and assisting employees and guests with routine administrative requirements.

Office Coordination:

1. Welcome and assist visitors, guests, and employees, ensuring compliance with plant entry protocols and directing them to the appropriate offices.

2. Receive, sort, and distribute incoming mails, parcels, and documents.

3. Prepare and distribute meeting notices and assist in taking minutes of meetings when required.

4. Coordinate meeting room reservations and ensure rooms are properly prepared before scheduled meetings.

5. Assist departments with administrative requests such as document dissemination, meeting arrangements, and office coordination.

6. Support the timely submission of reports and administrative documents.

Administrative Support:

1. Assist in processing transportation, hotel, and travel arrangements for employees and guests.

2. Maintain office filing systems and ensure proper safekeeping of records and documents.

3. Prepare Purchase Requisitions (PRs) for Support Group requirements.

4. Monitor office supply inventory and coordinate replenishment when necessary.

5. Assist in consolidating departmental logistical requirements.

6. Help document company activities through photographs, videos, or written summaries when needed.

7. Generate routine administrative reports such as:

   1. Canon photocopy usage reports

   2. Bread inventory reports

   3. Transportation reports

   4. Office Facilities and Assets:

   5. Ensure meeting rooms are clean, organized, and equipped with necessary supplies before use.

   6. Coordinate minor repair and maintenance requests for office facilities and equipment.

   7. Assist in monitoring and issuing office tools, equipment, and other administrative assets.

   8. Support office improvement and housekeeping initiatives.

   9. Travel and Logistics Support:

   10. Coordinate travel bookings and accommodation arrangements as requested.

   11. Provide logistical support during company meetings, training, and events.

   12. Coordinate with suppliers and service providers regarding travel and administrative requirements.

   13. Records and Documentation:

   14. Maintain accurate records of administrative transactions and reports.

   15. Organize and update administrative files for easy retrieval.

8. Ensure confidentiality of company records and information.

Qualifications

Education:

• Preferably graduate of any Business, Social Sciences or Food-related courses

Experience:

• With at least 1 year relevant experience in office administration