Admin Assistant

Department: Project Management Office (PMO)
Reports To: Head of PMO / PMO Manager
Employment Type: Full-Time, 6-Month Contract
Location: Pasay City

JOB SUMMARY

We are seeking a highly organized, detail-oriented, and proactive Admin Assistant to support the Project Management Office (PMO) in the efficient coordination and administration of various projects.

The successful candidate will provide day-to-day administrative and project coordination support, including document management, reporting, meeting coordination, scheduling, data management, SAP transactions, and project tracking. This position requires strong organizational skills, accuracy, initiative, and the ability to effectively coordinate with Project Managers and different departments across the organization.

KEY RESPONSIBILITIES

• Provide comprehensive administrative and coordination support to the PMO and Project Management team.
• Prepare, organize, update, and maintain project documents, reports, presentations, and business correspondence.
• Coordinate project meetings, PMO meetings, management reviews, and other project-related activities.
• Prepare meeting agendas, minutes of meetings, attendance records, and action-item trackers.
• Maintain organized project files, databases, trackers, and document repositories.
• Collect, consolidate, and monitor project updates from Project Managers and project team members.
• Track project deadlines, deliverables, action items, and required follow-ups.
• Prepare and maintain regular weekly and monthly PMO reports.
• Assist in updating project schedules, milestone trackers, risk registers, and issue logs.
• Perform accurate data entry, data validation, and document updates using SAP and Microsoft Excel.
• Support SAP-related administrative transactions, monitoring, and reporting as required.
• Coordinate with Finance, Procurement, Operations, HR, IT, and other departments to facilitate project requirements.
• Maintain accurate records and ensure PMO documentation is complete, updated, and properly organized.
• Assist in developing presentations, dashboards, spreadsheets, trackers, and management reports.
• Ensure proper filing, version control, and accessibility of project-related documents.
• Support the PMO in implementing and maintaining administrative processes, systems, and procedures.
• Perform other administrative, coordination, and project-related tasks as assigned by the PMO