Administrative Assistant

Your duties and responsibilities will include providing administrative support that ensures efficient operation of the Administrative Team as a whole. As an Administrative Assistant you are to ensure that tasks assigned are completed accurately delivered with high quality and in a timely manner with high regards to confidentiality and sensitivity of the task and alignment to the set standard of the organization. 

General Administrative Duties: 

• Assist Admin Manager and Supervisor in the implementation of administrative protocols related to procurement office security facilities and utilities management. 

• Prepare and assist in setting up allocated workstations for each team new hires and separated employees. 

• Prepare and deployment of New Hire Starter Kit once report received from requesting department. 

• Process gate pass site permit and other government mandated requirements like business permit barangay permit a timely manner. 

• Prepare reports for any incidental accidental activities that may need involvement of the Building Admin Leasor. 

• Monthly inventory of office supplies cleaning materials equipment office keys fire extinguisher and lockers. 

• Monthly inventory and tagging of office assets and equipment. 

• Courier Processing for business related parcels documents equipment etc. 

• Petty Cash Monitoring and replenishment. 

• Expense Report and Cash Advance processing at Netsuite. 

• Drafting of simple administrative documentation 

• Administrative support to other team members. 

Procurement Management: 

• Initiates start of end-to-end procurement activities such as sourcing canvassing requesting quotation preparation of bidding matrix once request for purchase received prior sending to Administrative Supervisors checking and Admin Managers approval. 

• Prepare purchasing order and request for payments of billings that are not limited to vendor services communications office and cleaning materials surety bonds and company phones 

BCP Managements: 

• Give timely suggestions for the progression of Business Continuity Plan (BCP) in relation to administrative operations duties and responsibilities. 

• Assist the Business Continuity Manager and Administrative Supervisor in executing BCP that is executed when business as usual is affected by an unexpected event. 

Information Management: 

• Keeps maintain & update relevant files/quality records and documents both manually & electronically which includes the general administrative documents of such Administrative BCP Procurement Safety Security Facilities and Utilities. 

• Indexation of documents scanned and archiving/filing 

Front Desk Duties: 

• Undertake all receptionist and clerical dutiesat the desk of main entrance like maintaining its cleanliness greeting visitors answering questions and attending inquiries. 

• Screen and determine the importance of all incoming/ outgoing documents and parcel. 

Qualifications :

Background Experience: 

• 0 to 2 years experience in administrative role in processing government mandated compliance processing procurement office safety security and utilities management. 

• Bachelors degree in business administration or any related course 

• Good customer service autonomous proactive positive and professional working attitude. 

• Good understanding of organizational structure in global set up. 

• Proficient in English communication skill both on oral and written. 

Technical Skills: 

• Knowledgeable in MS Suite including Word Excel Outlook SharePoint 

Computer Program knowledge: 

• Online Document Repository system / archiving system 

Additional Information :

OUR COMMITMENT TO YOU AND THE ENVIRONMENT 

Sustainability is integral to our strategy and operations. Our sustainability depends on us building and maintaining long-term relationships with all our stakeholders including our employees clients and local communities while also reducing our impact on our natural environment. 

There is always more we can and should do to improve whether in relation to our people our clients our planet or our governance. Our ongoing success as a business depends on our sustainability and agility in a changing and challenging global landscape. Were committed to fostering an inclusive equitable and diverse culture for our people led by our Diversity Equity and Inclusion steering committee. 

Our learning and development programmes and systems (including PowerU and MyCampus) enable us to invest in growing our employees careers while our hybrid working approach supports our employees in achieving balance and flexibility while remaining connected to their colleagues. We want to empower our 5800 employees - from 94 nationalities across 25 countries - to each achieve their IQ-EQ Launchpad we support women managers launching their first fund in an environment where only 15% of all private equity and venture capital firms are gender balanced. 

Were committed to growing relationships with our clients and supporting them in achieving their objectives. We understand that our clients sustainability and success leads to our sustainability and success. Were emotionally invested in our clients right from the beginning. 

Remote Work :

No

Employment Type :

Full-time