Administrative Assistant – Business Development Division

Position Title: Administrative Assistant Business Development Division
Work Set-up: WFH (onsite when the CEO is on-site) Salary: PHP 40000

Administrative Assistant Business Development Division

Position Summary
The Administrative Assistant provides day-to-day administrative and operational support for the Frozen Seafood Division. This position works under the direction of CEOs Executive Assistant and assists with inventory purchase and sales orders logistics customer and supplier coordination compliance documentation pricing administration reporting and general administrative tasks.
The role is responsible for helping ensure that records trackers documents and follow-ups are accurate organized and completed on time.

Reporting Structure
Reports to: Executive Assistant
Supports: CEO / Business Development
Role Type: Administrative and Operational Support
Requirement: 1 3 years as Admin support

Administrative Support
Assist CEOs Executive Assistant with daily administrative and operational tasks.
Maintain organized electronic files folders trackers and records.
Prepare and update spreadsheets reports and internal documents.
Assist with email follow-ups and communication with internal teams customers suppliers warehouses and logistics providers.
Maintain task lists and follow up on pending items as directed.
Assist with meeting preparation schedules and required documentation.
Perform data entry and ensure information is entered accurately and consistently.
Escalate issues discrepancies or urgent matters to CEOs Executive Assistant.

Inventory Administration
Assist with maintaining frozen inventory reports.
Update inventory by warehouse and location.
Track inventory movements releases transfers returns and adjustments.
Assist with reconciling inventory discrepancies.
Prepare inventory summaries for review.
Maintain inventory trackers and supporting records.
Follow up with warehouses regarding inventory information when requested.

Sales Order Administration
Assist with processing customer Purchase Orders (POs).
Assist with creating and updating Sales Orders (SOs).
Verify product descriptions quantities pricing and delivery information.
Coordinate internally to support order fulfillment.
Monitor open orders and delivery status.
Maintain PO and SO tracking reports.
Flag discrepancies for review before orders are finalized.

Logistics Coordination
Assist with coordinating container and domestic shipments.
Track vessel schedules ETAs warehouse arrivals and customer deliveries.
Coordinate with cold storage facilities and transportation providers.
Maintain shipment and delivery trackers.
Follow up on pickup and delivery schedules.
Communicate shipment updates to CEOs Executive Assistant and appropriate team members.
Assist with resolving documentation or scheduling issues related to shipments.

Pricing Administration
Maintain customer and product pricing files.
Assist with Gross Profit (GP) calculations.
Prepare pricing comparison worksheets.
Monitor approved customer pricing.
Assist with preparing quotations and pricing proposals.
Maintain records of pricing approvals and changes.
Verify pricing against approved information before processing orders.

Customer Support
Assist with coordinating customer deliveries.
Follow up on customer requests and pending documentation.
Assist with shipment issues returns credits and replacement orders.
Prepare and organize customer-required documents.
Maintain customer order and delivery records.
Coordinate internally to ensure customer requirements are completed.
Escalate customer concerns or quality issues to CEOs Executive Assistant.

Supplier Coordination
Follow up with suppliers regarding production schedules.
Monitor production and shipment status.
Request required shipping and compliance documents.
Maintain supplier shipment trackers.
Assist with supplier communication and follow-ups.
Track pending documents and outstanding requirements.
Maintain supplier records and performance information as requested.

Compliance Administration
Assist with collecting compliance and regulatory documents.
Maintain supplier compliance records and folders.
Track certifications and expiration dates.
Assist with customer compliance submissions.
Support FoodLogiQ documentation and record maintenance.
Follow up on missing or expired documents.
Organize COAs certificates specifications questionnaires and related documentation.
Ensure documents are properly filed and readily available when requested.

Reporting
Assist with preparing and maintaining:
Weekly inventory reports.
Sales reports.
Shipment trackers.
Production schedules.
Customer delivery schedules.
Forecast reports.
Monthly sales summaries.
Open PO and SO reports.
Supplier follow-up trackers.
Compliance trackers.
Other reports requested by CEOs Executive Assistant.

Documentation
Assist with preparing collecting reviewing organizing and filing:
Commercial Invoices.
Packing Lists.
Bills of Lading.
Health Certificates.
Catch Certificates.
Processing Statements.
Certificates of Analysis (COAs).
Analysis Certificates.
Shipping documents.
Product specifications.
Customer-required documentation.
Supplier compliance documents.

General Responsibilities
Maintain accurate and confidential records.
Ensure trackers and reports are kept current.
Follow established procedures and instructions.
Complete assigned tasks within required deadlines.
Communicate clearly and professionally with internal and external contacts.
Follow up proactively on outstanding administrative requirements.
Identify missing information or discrepancies and report them to CEOs Executive Assistant.
Provide additional administrative support as required by CEOs Executive Assistant and the Frozen Seafood Division.

Key Skills and Qualifications
Strong organizational and administrative skills.
Good attention to detail and accuracy.
Proficiency in Microsoft Excel Word Outlook and similar business applications.
Ability to maintain multiple trackers and follow up on several tasks simultaneously.
Good written and verbal communication skills.
Ability to work with customers suppliers warehouses logistics providers and internal departments.
Basic understanding of purchase orders sales orders inventory logistics and documentation is preferred.
Ability to follow instructions and work effectively under the supervision of CEOs Executive Assistant.
Ability to handle confidential business information professionally.

Your love for Boomering will jump-start with these meaningful engagement activities and perks. Using the concepts and tools of EOS (Entrepreneurial Operating System) Boomering provides a fun rewarding and stimulating environment where work-life balance meets a commitment to foster growth.

Genuinely caring Leadership Team
Competitive salary package
Company-provided full set-up for desktop/laptop with a back-up internet
Free pre-employment Medical Assessment (T&C apply)
HMO on the first day of hire
15 Vacation Leaves and 5 Sick Leaves
Annual Performance Reviews
Unlimited Employee Referral Incentives
Employee Loan Facilities
Social Clubs and Interest Workshops
Company events where you get a chance to win amazing prizes and be rewarded for your outstanding performance.
Statutory Benefits: Maternity Paternity and Solo Parent Leaves Magna Carta for Women Retirement Benefits OT and Premium Pays

About Boomering:

Boomering is an ISO-certified leading BPO company in Clark Freeport Zone Pampanga.
Our mission to Enrich Client and Staff Lives through Simple and Smart Offshoring Solutions and our S.T.E.P. Core Values (Service Transparency Excellence and Partnership) are the framers of our continuing success.
Providing equal opportunities and collaborative culture of excellence Boomering is not just your average BPO. We are here to make a difference.
Future-proof your career and pursue your passion with Boomering! We want career thrill-seekers who are committed to growth as much as we are.
Website:
Career Portal: and LinkedIn: Boomering Inc.; Boomering Careers

This is a remote position.