Admin Assistant (IT & Procurement Support)

The Administrative Assistant (IT & Procurement Support) combines general administrative functions, computer hardware maintenance and troubleshooting, IT equipment monitoring, and procurement coordination.

The ideal candidate is an IT graduate with hands-on experience in computer hardware, basic technical troubleshooting, and administrative operations. The position will also assist in sourcing suppliers, canvassing prices, preparing purchase requests, processing procurement documentation, and monitoring the delivery of purchased items.

Qualifications

• Graduate of Bachelor of Science in Information Technology (BSIT), Computer Science, or any related IT course.
• With at least 1 year of experience in computer hardware troubleshooting, maintenance, technical support, or related administrative work is preferred.
• FRESH GRADUATE WITH STRONG INTERNSHIP IS ACCEPTABLE
• Knowledgeable in computer hardware components, assembly, disassembly, upgrades, and replacement.
• Familiar with Windows operating systems, software installation, and basic troubleshooting.
• Knowledgeable in printers, scanners, networking peripherals, and other office equipment.
• With basic knowledge of procurement processes, supplier coordination, and price canvassing.
• Proficient in Microsoft Office applications, particularly Excel, Word, and PowerPoint.
• With good administrative, documentation, and organizational skills.
• Detail-oriented, systematic, and capable of handling multiple tasks.
• Responsible, trustworthy, and able to work independently with minimal supervision.
• Willing to perform administrative, technical, and procurement-related responsibilities.

Key Responsibilities

A. Administrative Support

• Perform general administrative tasks, including filing, encoding, documentation, printing, scanning, and organizing company records.
• Prepare, update, and maintain administrative reports, forms, and other necessary documents.
• Monitor office supplies, equipment, and other company resources.
• Coordinate with different departments regarding administrative and operational requirements.
• Handle document routing, receiving, and distribution.
• Ensure proper organization and safekeeping of administrative and technical records.

B. Computer Hardware & Technical Support

• Install, configure, and maintain desktop computers, laptops, printers, and other office peripherals.
• Diagnose and troubleshoot basic hardware and software issues.
• Perform basic computer hardware repairs, upgrades, and component replacements when necessary.
• Assist in setting up employee workstations, including computer units, monitors, keyboards, mice, and other accessories.
• Conduct preventive maintenance and regular checking of company computers and IT equipment.
• Identify hardware malfunctions and recommend appropriate repair or replacement.
• Provide basic technical assistance to employees experiencing computer and peripheral issues.
• Coordinate with external IT service providers or suppliers for repairs, maintenance, and equipment-related concerns.
• Assist in installing and updating approved software and applications.

C. Procurement & Supplier Coordination

• Assist in the procurement of office supplies, IT equipment, computer hardware, peripherals, and other company requirements.
• Source potential suppliers and conduct price canvassing to identify cost-effective purchasing options.
• Request and compare supplier quotations based on price, quality, specifications, availability, and delivery lead time.
• Prepare purchase requests, canvass reports, purchase orders, and other procurement-related documentation.
• Coordinate with suppliers regarding product specifications, pricing, payment terms, availability, and delivery schedules.
• Monitor the status of purchase requests and ensure timely delivery of ordered items.
• Inspect delivered items to verify quantity, specifications, quality, and condition against approved purchase requests or orders.
• Coordinate with requesting departments regarding procurement requirements and delivery concerns.
• Maintain an organized and updated database of suppliers, quotations, purchase records, and procurement transactions.
• Ensure that all procurement activities follow company purchasing policies, approval procedures, and budgetary requirements.
• Report discrepancies, delayed deliveries, defective items, and supplier-related concerns to the immediate supervisor.

D. IT Equipment & Inventory Management

• Maintain an updated inventory of company computers, laptops, printers, accessories, and other IT equipment.
• Monitor the assignment, issuance, transfer, and return of company IT assets.
• Document hardware conditions, repair history, maintenance schedules, and equipment status.
• Assist in evaluating equipment requirements and preparing purchase requests for IT-related supplies and hardware.
• Ensure proper handling, storage, and safekeeping of company IT equipment.
• Report damaged, defective, missing, or outdated equipment to the appropriate supervisor.