Admin Associate (Taft Avenue)

The Admin Associate is responsible for ensuring the smooth, accurate, and timely execution of branch-level administrative and operational procedures within the port services environment. This role involves auditing daily transactions, validating inventory and attendance, overseeing fund handling, coordinating staff schedules, and ensuring compliance with internal policies and government regulations. The Admin Associate plays a central role in maintaining order, accountability, and seamless coordination across departments—supporting operational integrity and high service standards at the port.

Key Responsibilities

Transaction Audit & Cash Handling

• Conduct daily audits of port service transactions to detect discrepancies and ensure accurate alignment between system records, receipts, and operational logs.
• Coordinate daily cash to the corporate bank account or with Finance as required.
• Act as custodian of branch petty cash and maintenance funds, ensuring proper tracking and replenishment.

Inventory & Procurement

• Prepare timely requisitions for office supplies, port consumables, and replenishment of revolving funds to support uninterrupted operations.
• Maintain organized filing systems (physical and digital) for requisitions, supplier invoices, receipts, and liquidation reports.
• Review and confirm inventory reports submitted by operations staff, flagging discrepancies to supervisors.
• Coordinate with suppliers or central procurement for deliveries and urgent inventory needs.
• Support regular inventory audits and contribute to improved monitoring systems.

Port Operations Oversight

• Conduct daily inspections of office facilities and port service areas to ensure cleanliness, functionality, and readiness.
• Support onboarding of new employees (contracts, IDs, system enrollment, compliance documents).
• Coordinate with department heads for onboarding support staff (clerks, attendants, security, etc.).

Documentation & Compliance

• Ensure compliance with permits, licenses, and other legal documentation.
• Perform other duties as assigned by the Branch Head or Admin Manager.

Qualifications

• Highly organized, able to prioritize tasks effectively.
• Excellent written and oral communication skills.
• Strong leadership and teamwork abilities.
• Professional, dependable, and trustworthy.
• Initiative-driven, able to work with minimal supervision.
• Comfortable dealing with clients, employees, and external stakeholders.