Admin Specialist
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Job Location:
Rosario - Philippines
Monthly Salary:
Not Disclosed
Posted on:
30+ days ago
Vacancies:
1 Vacancy
Job Summary
Description
Primary Duties & Responsibilities
1. Administrative Support
- Perform general clerical duties including data entry document filing and record maintenance.
- Prepare review and distribute memos reports presentations and email communications.
- Maintain and update company records databases and spreadsheets ensuring accuracy and completeness.
- Manage incoming and outgoing correspondence including letters packages and electronic communications.
- Assist in preparing administrative reports meeting materials and documentation as required.
2. Office Coordination & Scheduling
- Manage meeting scheduling room reservations and appointment coordination for internal teams.
- Maintain calendar management for managers visiting staff and project meetings ensuring efficient use of schedules.
- Coordinate travel arrangements for employees and visiting guests including:
- Flight bookings
- Hotel reservations
- Transportation arrangements
- Travel itineraries and documentation
- Maintain office supplies inventory and coordinate procurement when needed.
- Assist in organizing company events training sessions workshops and team-building activities.
3. Travel & Guest Management
- Coordinate end-to-end travel logistics for employees and international visitors.
- Prepare travel itineraries booking confirmations and travel documentation.
- Coordinate airport transfers hotel accommodations and meeting schedules for visiting guests.
- Support travel expense documentation and reimbursement tracking.
- Ensure smooth coordination between hosts guests and internal departments during visits.
4. Documentation & Record-Keeping
- Maintain organized and secure records for employees suppliers customers and administrative files.
- Assist in handling confidential documents and compliance-related paperwork.
- Ensure documentation is properly archived indexed and easily retrievable when required.
- Support document control processes and maintain updated digital and physical filing systems.
5. Support for Other Departments
- Provide administrative and clerical support to HR Finance Engineering and Production teams.
- Assist with purchase requests invoice processing expense tracking and administrative documentation.
- Support data entry for production reports inventory tracking and operational records.
- Assist departments with meeting coordination documentation preparation and internal communications.
6. Customer & Vendor Assistance
- Assist in responding to customer inquiries phone calls and email correspondence.
- Coordinate with vendors and suppliers for administrative and logistical requirements.
- Ensure proper documentation of purchase orders delivery receipts and vendor communications.
- Support tracking of deliveries and administrative transactions.
7. Multinational Coordination & Communication
- Support coordination with multinational teams and stakeholders across the US India Singapore China and Europe.
- Assist in scheduling cross-time-zone meetings and conference calls.
- Facilitate communication and documentation exchange between global teams and local departments.
- Support preparation of meeting materials minutes and follow-ups for international meetings.
8. Calendar & Virtual Assistant Support
- Provide calendar management support for managers and team leads including meeting prioritization and conflict resolution.
- Assist with virtual meeting coordination (Zoom Teams WebEx) and preparation of meeting links and materials.
- Provide virtual administrative assistance such as document preparation presentation formatting and meeting follow-ups.
- Support digital collaboration tools and ensure smooth online meeting logistics.
Education & Experience
- Associates or Bachelors degree in Business Administration Office Administration or related field.
- Proven experience in administrative support office coordination or clerical roles.
- Strong proficiency in Microsoft Office (Word Excel PowerPoint Outlook).
- Experience with calendar management travel coordination and scheduling tools.
- Excellent organizational communication and time-management skills.
- Ability to coordinate with multinational teams and manage cross-time-zone communications.
- High level of attention to detail and confidentiality.
Skills
- Administrative and clerical support
- Calendar and schedule management
- Travel coordination and logistics
- Multinational communication
- Document management and record keeping
- Microsoft Office and collaboration tools
- Virtual assistant and remote coordination skills
- Organizational and multitasking ability
Working Conditions
- This role is 100% onsite
- Office-based role with occasional interaction with production and logistics teams.
CultureCommitment
Ensure adherence to companys values (ICARE) in all aspects of your position at Coherent Corp.:
Integrity Create an Environment of Trust
Collaboration Innovate Through the Sharing of Ideas
Accountability Own the Process and the Outcome
Respect Recognize the Value in Everyone
Enthusiasm Find a Sense of Purpose in Work
Coherent Corp. is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to sex gender identity sexual orientation race color religion national origin disability protected Veteran status age or any other characteristic protected by law.
Coherent Philippines Pte Ltd shares the 5 key principles of fair employment practices and is committed to adopting these principles in the management of our human resources. We believe that the effective implementation of fair employment practices will bring about a more harmonious and progressive work environment within our organization and contribute towards making Philippines a great place to work.
Required Experience:
IC
Key Skills
About Company
Coherent is a global leader in lasers, engineered materials and networking components. We are a vertically integrated manufacturing company that develops innovative products for diversified applications in the industrial, optical communications, military, life sciences, semiconductor ... View more
