Office Services and Administration Assistant  

1. Executive Assistant

• Schedules and organizes meetings, appointments, and conference calls (calendar management) and ensures that creation and assembly of documents for distribution, meeting room or site reservations, food orders, attendance confrimations, etc. are in order.
• Processes mails including receiving, sorting, time-stamping, logging, and distributing incoming and outgoing correspondence and packages.
• Coordinates all necessary travel arrangements (e.g. airline tickets, airport transfers, hotel booking, etc.), and develops travel itineraries for officers.
• Composes and initiates routine corespondence and memoranda.

2. Administrative Assistant

• Provides general facilities administration support in various administration functions which may include responding to calls for facility repair, the purchase of office supplies, including stationery, business cards, name plates, handling special mail requets, printing services, petty cash account, and facility security functions.
• Assists with fixed asset inventories.
• Carries out basic administrative support duties such as copying data, compiling records, filing, posting and other incidental duties.
• Serves as timekeeping administrator by monitoring the Daily Time Record (DTR) log sheet and encoding the work schedules and actual time-in and time-out of employees on a semi-monthly basis.
• Serves as petty cash custodian handling - Reimbursement of petty cash expenses; Replenishment of petty cash fund; and Liquidation of cash advances for authorized business expenses.
• Prepares, administers, and maintains a systematic filing system for the following: Request for Payment (RFP) for all authorized business expenses of the firm; Purchase requistion (PR) for all office supplies and other items requested by the end user or requisitioning division/department; and Intenal work order requests.
• Ensures that all checks, RFPs, contracts, PRs, letters, memoranda, work order requests, and other important documents are signed fats, methodically, and systematically.

3. Receptionist/Operator

• Greets guets, vendors, customers, job applicants and other visitors, and arranges for escort services, as appropriate.
• Screens telephone calls and visitors and resolves routine and complex inquiries.
• Operates a swtichboard or telephone console to route incoming calls and/or place outgoing local and long distance calls.
• Trains reliever receptionist /operator

4. Others

• Performs other duties and responisibilities that may be assigned by the Managing Director and other officers from time to time.

• Preferably female
• Graduate of any 4-year course preferably Management, Marketing, or Mass Communication
• With at least 2 years relevant experience as Executive Assistant, Admin Assistant, or Customer Service Staff
• With pleasing personality and excellent customer handling skills
• Good command of spoken and written English
• Computer literate (Microsoft Word, Excel, and PowerPoint)
• Willing to work in Makati CBD