Administrative Assistant  

A. FACILITY AND ASSET

• Security
  • Plans, coordinates and monitors the security conditions of the SC Building Facilities
  • Requests security for overnight work in stores
  • Handles safekeeping, monitoring, and documentation of all company assets brought in and out of SC for storage (i.e merchandise, furniture, fixtures, and equipment)
• Maintenance
  • Monitors and checks housekeeping and general maintenance of the SC Building Facilities
    • Oversees agency MC to ensure that the cleaning checklist is being followed in accordance to the company standards on cleanliness
    • Delegates or cascades to MC and ensures that request from concerned departments are met.
  • Coordinates monthly Pest Control to ensure health and safety of employees
    • Sources for prospective suppliers to provide pest control treatment
    • Schedules the actual pest control treatment and informs employees to safekeep belongings
    • Requests and secure quotation and agreement from suppliers for review and approval of management, as needed
  • Maintains and ensures that all mechanical and electrical equipment is functional and well maintained in SC and store as requested (i.e. Aircon Cleaning, General Set maintenance, Water Pump Cleaning, Power Room, Lightings and Fixtures, etc.)
• Contractor Relations (should be to admin manager in future)
  • Coordinates with contractors, negotiates discount, seeks approval of quotation from Management
  • Monitors/supervises ongoing projects being done such as renovation and installation works
• Logistics
  • Monitors availability of meeting rooms and processes reservation requests from concerned departments for trainings, OIC meetings, shoots, events, etc.
  • Prepares logistical requirements for the First Friday Mass and mass for special occasions
• Company Telecommunication
  • Coordinates with telecommunication companies all post/pre-paid related concerns such as new application, termination of line, sim card replacement, load requests, etc.
  • Checks billings and coordinates payment with Accounting on a timely basis
• Employee Accountability.
  • Monitors/controls Accountability sheets for Admin Manuals and Cellphone users

B. PURCHASING

• Supplies Requisition
  • Requests office supplies for new hire employees and receives/checks the returned supplies of the resigning employees
  • Prepares, distributes, and keeps updated inventory reports of office/store supplies (including first aid medicines) following P&G.
  • Monitors inventory of current stock and prepares request for re-order and ensures timely replenishment of supplies especially for stores.
• Acquisition of Office Equipment and Furniture
  • Sources / Canvasses needed company furniture to prospective suppliers to compare cost and quality for approved requests.
  • Orders and monitors delivery of purchased items from suppliers
  • Coordinates with Warehouse Manager or Supervisor for any items to be delivered to Warehouse for safekeeping
• Supplier Relations
  • Checks/reviews proposal, quotations submitted by suppliers and negotiates for the discount and better terms of payment

C. General Admin

• Controls/monitors/liquidates Petty Cash Fund and prepares request for payment and forwards to Accounting Department for reimbursement/check preparation
• Prepares request of payment for the approved budget of the materials needed in stores for the decors, lightings, window displays and other projects
• Processes Request for Payment, Purchase Order, Accountability Sheet, Clearance and Gate Pass forms.

D. Others

• Maintains a well-organized and accurate Admin files and documents
• Performs other duties that may be assigned from time to time related to Admin and Purchasing

• Strong analytical and planning skills
• Good communication and presentation skills
• Excellent problem-solving skills
• Has experience as Admin Asst at least 6-mos