Administrative Assistant  

Job Summary:

Provide administrative support to HR and Admin Officer, and support government compliance-related matters such as but not limited to governmental permits, licensing, asset management with due diligence.

Job Responsibility:

• Administrative Support
  • Answering and directing phone calls to relevant staff
  • Schedule appointments related to HR activities such as annual checkups and company events;
  • Handles initial communication to Bldg. Administrator, Suppliers, and other third party correspondence
  • Write documents from letters to reports and instructional documents of the HRAdmin attendance process.
  • Maintain contact lists and Company security by following company policy and procedures
  • Develop and maintain a filing system of office activities, business transactions, and non-confidential files of HR & Accounting such as contracts, deal registration forms, billings, Government certifications, and Permits, and other office-related documents.
  • Handles minor Government permits with the supervision of HR & Admin Officer such as Greenhouse, Sanitary and Fire Inspection Certificate
  • Ensure operation of office equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories reported to HR & Admin Officer
  • Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
  • Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies
  • Contribute to team effort by accomplishing related results as needed especially on Asset Inventory and Events Management
  • Handle sensitive information in a confidential manner
  • Take accurate minutes of meetings especially during Plenary and Team Meeting
  • Coordinate and escalate disseminate office procedures to employees
  • Escalate administrative problem and provide a recommendation to HR & Admin Officer to resolve the issue
  • Receive, sort, and distribute the mail
  • Oversee and supervise the work of maintenance and messenger staff and prepare work done to HR & Admin Officer
  • Maintain up-to-date employee holiday records
  • Handles office bulletin announcements such as birthdays, events, current news, and others
• Human Resources Support
  • Monitor employees’ timekeeping and attendance thru the SMS Notification system
  • Verifies attendance, hours worked, and post information onto designated records
  • Collate, prepare and submit tardiness and attendance report to HR & Admin Officer in preparation for the payroll
  • Communicates with employees on the non-compliance attendance report
  • Ensures new hire kit is ready 1 day before onboarding date including asset memo receipt, workstation, assigned biometrics ID number, and registration to the internal system.
  • Provide assistance to Recruitment by coordinating with the different institution in connection to Job Fairs, University Career training, and others
  • Conducts candidate background checks and employment verification. Ensures that details are kept confidential.
  • Coordinate with the third-party provider on credit renewal, prepares payment request and consumption report
  • Assist in recruitment processes such as distribution of applicant information sheet, technical exam, and set-up device for the cognitive exam.
  • Recommends Admin Professional Development Training with the approval of HR & Admin Officer
• Accounting Support
  • Validate and report preparation of employees’ liquidation and reimbursement receipts
  • Prepares Petty Cash replenishment report to be submitted to Accounting Officer
  • Coordinate, collate, and process printing of accounting documents (OR,BI, CR,SI)
  • Prepares suppliers BIR 2307 and request BIR 2307 from Clients
  • Processes application for Performance bond for projects.
  • Execute internal projects such as DRF scanning, reimbursement thru ICWeb, and other projects that may arise
  • Assists in business permit application in Parkway Alabang
• Sales and Mktg Support
  • Prepares training materials by photocopying handouts, printing certificates of participants, and order food for every user training program.
  • In-charge of collating documentary accreditation requirements and initiate email request to complete such
  • Coordinates to suppliers about marketing brochures, business card and ID pricing, services up to delivery
  • In-charge of ID photo taking
  • In-charge of client gift transmittal-making sure that client gift is being delivered on time and received

• College/Bachelors Degree Graduate in any related field
• Has 1-2 years work experience as Administrative Support
• Knowledgeable in MS office tools and online meeting platforms
• Strong analytical and planning skills;
• Good communication and presentation skills;
• Excellent problem-solving skills;
• Experience in Government administrative compliance is a plus