Administrative Assistant

Are you an organized, detail-oriented administrative professional looking to build a structured career in office management and executive support? Join our team in Cainta!

Job Overview The Administrative Assistant will ensure smooth daily office operations by managing office supplies, coordinating facility upkeep, processing recurring utility bills, and providing administrative and calendar support to executive leadership.

Key Responsibilities & Core Duties

• Supply, Utilities & Office Upkeep

Inventory & Ordering: Maintain a par stock system for office supplies; conduct fixed weekly physical stock counts, and submit timely payment requests to Finance before stockouts occur.

Recurring Bills Processing: Manage and submit payment requests for recurring office accounts (via EastWest PayBills) at least 5 working days prior to due dates, verifying statement accuracy and ensuring zero service interruptions.

Office Maintenance: Coordinate building and office maintenance (aircon, plumbing, electrical) with vendors or building admin; monitor printer/copier supplies and service needs.

• Task Management & Calendar Coordination

Maintain an up-to-date Admin Assistant Task Tracker at all times.

Manage meeting scheduling and calendar organization for the General Manager (GM) with zero scheduling errors.

Coordinate and schedule applicant interviews for new hires in compliance with company policy.

• Finance & Documentation Compliance

Maintain company filing conventions—ensuring all documents (receipts, PRs, minutes, payment requests) are retrievable within 5 minutes.

Manage and liquidate petty cash on time with complete attached receipts and zero discrepancies.

Perform minute-taking for assigned organizational meetings.

• Operational Support

Provide additional administrative assistance as requested by the General Manager, Operations Manager, Asst. Manager Admin & HR / Treasury, Finance (AR), and the BD Admin Assistant.

Qualifications & Requirements Education: Graduate of any Bachelor's degree (Business Administration, Office Management, or related field preferred).

Skills: High attention to detail, exceptional time management, strong record-keeping skills, and basic finance/cash-handling accuracy.

Competencies: Highly organized, proactive, punctual, professional demeanor, and adept at task tracking and calendar management.

WORK DETAILS

Location: Cainta (On-site / Full-time)

Schedule: Regular office hours