Administrative Assistant  

JOB SUMMARY

Provides administrative support to the Advertising, Promotions, Product Development, Events & Sponsorship, Customer Care & Customer Marketing; sets-up and enforces systems and procedures for a more efficient workflow internally and externally; performs other related assignments and special projects assigned by the VP.

ROLES AND FUNCTIONS

Regular

• Monitors the Marketing Budget Appropriation (BA) and ensures its accuracy
• Handles the processing of INVs and ensures timely disbursement of payments to suppliers/agencies
• Handles the department requisition for assets, supplies and other materials that may be required
• Ensures documents for superior's review and/or approval are routed to her and sent back to requestor/recipient timely
• Prepares and monitors Travel Voucher (TV) requests
• Monitors and issues Trip Pass Certificate (TPC) requests
• Monitors department's spending on travel (BTAs) and other expenditures
• Requests and monitors merchandising materials for marketing activities.
• Handles department's demand for interns and coordinates with HR in screening desired candidates.
• Handles AQS/ISO requirements for the Marketing Department
• Ensures safekeeping of assigned office supplies and other items assigned to the Marketing and Distribution Department
• Handles the coordination with the Service Provider for Fun Flights prizes and monitors the inventory of items.
• Performs other duties as may be assigned by the superior (prepare her BTAs/TPCs, claim her cash advances/reimbursements on her behalf; send/receive items on her behalf.

Periodic

• Prepares monthly report on travel vouchers/TPCs approved by the Marketing group
• Prepares quarterly report on merchandising materials requested by the Marketing Group
• Prepares monthly report on Budget Appropriation and Budget Balances
• Prepares monthly report on the running BTA and non-BTA expenditures and balances of the Marketing Group
• Annually prepares Budget Preparation Report of the Marketing group for the following fiscal year

• At least a Bachelor's / College degree in Business Studies, Business Administration, Business Management, or any equivalent course.
• At least 2 years of work experience performing office support duties.
• Preferably 1-4 years of expereince specializing in Clerical, Administrative Support, or any equivalent field.
• Knowledgeable in supplies, equipment, and/or services ordering and inventory control.
• Records maintenance skills.
• Ability to do the following:
  • Make administrative or procedural decisions and judgments.
  • Communicate effectively, both orally and in writing.
  • Organize files, gather data, and compile information.
  • Prepare reports.