Admin and Purchasing Assistant  

Job Summary

Performs administrative tasks which include providing support to managers and employees, assisting in daily office needs and procurement.

Key Responsibilities:

• Office Facilities and Security
• Ensure office areas are always clean and tidy
• Ensure Internal and central air conditioning are working properly
• Timely and Efficient response on facility maintenance and repairs
• Maintain log book, assist visitors, suppliers, applicants, deliveries, and direct them to the appropriate department/person
• Maintain duplicate keys and filing system.

Documentation,PEZA, Business Permits and Seminars

• Prepare requirements and process permits for PEZA, Makati City Hall and other business related agencies

Purchasing (Supplies and Inventory)

• Prepare and process all Purchase Requests and Orders
• Proper coordination of payment requests to Accounts
• Organize order, purchase, and delivery of office, pantry and medicine supplies
• Monitoring and maintenance of Inventory System
• Collect quotes/proposals from different suppliers/vendors
• Ensure storage room is well-maintained

Housekeeping

• Delegation and checking of tasks of the Office Assistants

Administrative

• Answer and direct phone calls
• Book travel arrangements
• Arrange external trainings/ seminars
• Arrange and monitor calendar
• Assist in organizing company events
• Processing of Work Permit and Gate Pass
• Coordination with the Building Admin e.g. central air conditioning, office holidays, permits, and what not
• Timely submission of weekly, monthly, and annual reports

• Knowledge of Admin and Procurement processes, protocols, and procedures
• Knowledge on finance with focus on budget and analysis is a plus
• Knowledge on Government and PEZA Regulations
• Organizational and customer service skills
• Verbal and written communication skills
• Skills to quickly evaluate complex issues and identify solutions
• Demonstrate telephone etiquette skills
• Knowledge on making travel arrangements