Administrative Associate

Administrative

• Create and maintain filing systems of necessary documents such as reports, receipts permit, etc., both electronic and hard copy.
• Maintain and monitor office equipment to ensure proper functionality.
• Process and comply with establishment permit and other documents for accreditation purpose.
• Provides weekly report and inventory of office supplies and equipment such as PPE, tools, materials for site engagements/projects, and other supplies necessary for operations.
• Receives delivered supplies, materials, and equipment; confirms that delivered items match with purchase order specification of quantity, condition, model number, etc.
• Assist finance and sales department to process payment related to utilities, rental, permit, etc.
• Process the validation of transportation, itinerary, overtime, meal allowance forms of employees, in a timely manner, in preparation for payroll processing.
• Provide support to colleagues, especially officers and managers.

Procurement and Logistics

• Point of contact for procurement and logistics-related responsibilities.
• Process the purchase of goods and services as endorsed by the managers.
• Collaborates and communicates with logistics staff, engineers, technicians, and managers, and others involved in the shipment and receipt of products about information related to the shipment.
• Assist in searching for new suppliers.
• Establish the process flow for procurement of materials.
• Attend seminars and representations, as needed.
• Other tasks as may be assigned.

Qualifications:

• Bachelor’s degree in Business Administration, Office Administration, HR Management, or any related field.
• At least 1 year of experience in administrative or office support (fresh graduates are welcome to apply if willing to be trained).
• Proven experience in administrative or clerical work
• Proficiency in MS Office (Word, Excel, PowerPoint) or Google Workspace
• Excellent verbal and written communication skills
• Ability to multitask and prioritize tasks effectively
• High attention to detail and accuracy
• Can work independently with minimal supervision and is a good team player.
• Ability to maintain confidentiality and handle sensitive information