Admin Assistant

Job Summary:

We are seeking a detail-oriented and proactive Admin Assistant to manage on-site records and oversee local canvassing and purchasing activities. The successful candidate will be responsible for maintaining accurate records, sourcing materials, and handling local purchases for our office and vessels.

Key Duties and Responsibilities:

• Act as the on-site records custodian, ensuring accurate management and safekeeping of documents.
• Receive, disseminate, and securely store PRF (Purchase Request Form), DR (Delivery Receipt), JO (Job Order), and reports from other offices and vessels.
• Manage the receipt, distribution, and safekeeping of vessels’ trading certificates.
• Maintain and track records of site personnel’s timekeeping, overtime (OTs), and leave records.
• Submit monthly summary reports on PR/JO and inventories.
• Conduct sourcing and canvassing of materials to be locally purchased.
• Handle local purchasing of parts and materials required for office operations and vessels.
• Coordinate with local suppliers, PGMC, and INC for billing and payments related to purchased services and materials.
• Receive and distribute invoices/official receipts (OR), and keep copies for record-keeping.
• Perform monthly inventory checks on office equipment, tools, and materials.
• Assist Superintendent / Operation Supervisor in liaising with local authorities.

Qualification Requirements:

• A graduate of any 4-year or 5-year degree course.

• At least 1 year of experience in administrative support, records management, purchasing coordination, or similar office-based role.

• Proficiency in Microsoft Office Suite (Excel, Word, Outlook)

• Strong attention to detail and accuracy in record-keeping

• Experience with inventory management systems or procurement processes