Administrative Assistant

JOB DESCRIPTIONPosition: Administrative Assistant

Department: Administration
Reports To: Admin Officer / Office Manager / Management
Employment Status: Full-Time

I. Job Summary

The Administrative Assistant is responsible for providing administrative and clerical support to ensure the smooth and efficient daily operations of the company. The position involves document preparation, filing, data entry, recordkeeping, office coordination, and assistance with other administrative tasks as assigned by the immediate supervisor or management.

II. Duties and Responsibilities

A. Administrative Support

• Prepare, organize, encode, and maintain company documents, reports, forms, and correspondence.
• Handle filing, scanning, photocopying, printing, and document distribution.
• Maintain an organized filing system for physical and electronic records.
• Assist in preparing purchase orders, delivery documents, billing documents, and other administrative paperwork.
• Monitor office supplies and coordinate replenishment when necessary.

B. Data Entry and Recordkeeping

• Encode and update company records, employee information, and operational data.
• Maintain accurate and up-to-date spreadsheets, databases, and monitoring reports.
• Assist in preparing daily, weekly, and monthly reports.
• Check documents for completeness and accuracy before submission.

C. Communication and Coordination

• Answer phone calls, respond to emails, and relay messages to the appropriate personnel.
• Coordinate with internal departments, suppliers, clients, and other business partners regarding administrative matters.
• Assist in scheduling meetings, appointments, and company activities.
• Follow up on pending documents, approvals, and other assigned tasks.

D. Operations and Office Assistance

• Provide administrative assistance to the Admin Officer, Office Manager, and other departments as needed.
• Assist in monitoring deliveries, transactions, inventory records, and other operational documents, when applicable.
• Help ensure that company records and administrative procedures are properly maintained.
• Assist in processing employee-related documents and other HR administrative requirements when assigned.
• Perform other duties and responsibilities reasonably assigned by management.

III. Qualifications

• Graduate of any four-year course or at least college-level education, preferably in Business Administration, Office Administration, or a related field.
• Preferably with experience in administrative or clerical work.
• Basic knowledge of Microsoft Office applications, particularly Word, Excel, and Outlook.
• Good organizational, communication, and time-management skills.
• Keen attention to detail and accuracy in handling documents and records.
• Ability to multitask, prioritize assignments, and work independently with minimal supervision.
• Trustworthy and capable of handling confidential company information.
• Willing to learn and perform other administrative tasks as required.

IV. Competencies

• Organization and time management
• Written and verbal communication
• Attention to detail and accuracy
• Computer literacy and data encoding
• Teamwork and coordination
• Problem-solving and initiative
• Confidentiality and professionalism

V. Performance Expectations

The Administrative Assistant is expected to:

• Complete assigned tasks accurately and within established deadlines.
• Maintain orderly, accurate, and accessible company records.
• Ensure timely submission and follow-up of required documents.
• Communicate professionally with employees, clients, suppliers, and management.
• Comply with company policies, procedures, and confidentiality requirements.
• Demonstrate reliability, accountability, and a proactive attitude toward work.

Pay: Php15,000.00 - Php25,000.00 per month

Benefits:

• Additional leave
• On-site parking
• Pay raise
• Promotion to permanent employee

Work Location: In person