Administrative Associate

URGENT HIRING: ADMINISTRATIVE ASSOCIATE Building & Facilities | Vehicle Fleet | Maintenance | Microsoft 365 | IT & Website Support

Employment Type: Full-Time
Position: Administrative Associate
Department: Administration / Facilities / Operations
Hiring: URGENT

We are looking for a highly organized, proactive, resourceful, and technically capable Administrative Associate to support our daily administrative, building/facilities, vehicle fleet, and basic IT operations.

The ideal candidate is someone who can manage administrative responsibilities while also being hands-on and knowledgeable in building maintenance, vehicle preventive and corrective maintenance, Microsoft 365 troubleshooting, website editing, and general IT functions.

KEY RESPONSIBILITIESAdministrative & Office Support

• Handle day-to-day administrative and office coordination tasks.
• Prepare reports, documents, records, correspondence, and other administrative requirements.
• Maintain organized physical and digital files.
• Coordinate schedules, meetings, service providers, contractors, and vendors.
• Monitor office supplies, equipment, and facility requirements.
• Assist management and other departments with administrative tasks.

Building & Facilities Maintenance

• Monitor the condition and functionality of office/building facilities, equipment, utilities, and common areas.
• Coordinate preventive maintenance (PM) schedules for building equipment and facilities.
• Coordinate corrective maintenance (CM) activities for repairs, defects, breakdowns, and facility concerns.
• Receive, document, prioritize, and follow up on maintenance requests.
• Coordinate with technicians, contractors, electricians, plumbers, air-conditioning technicians, and other service providers.
• Conduct basic inspection and troubleshooting of facility issues and escalate technical concerns when necessary.
• Maintain maintenance records, service reports, inspection checklists, warranties, and related documentation.
• Help ensure maintenance activities are completed properly, safely, and on schedule.

Vehicle Fleet – Preventive & Corrective Maintenance

• Monitor the condition, availability, and service requirements of company vehicles.
• Maintain an updated vehicle preventive maintenance schedule based on mileage, manufacturer recommendations, and service intervals.
• Coordinate regular vehicle servicing, including oil changes, filters, tires, brakes, batteries, air-conditioning, engine checks, and other required maintenance.
• Coordinate corrective maintenance and repairs for vehicle breakdowns, defects, and reported mechanical problems.
• Receive and document vehicle repair requests and coordinate appropriate action with drivers, mechanics, dealerships, and accredited repair shops.
• Schedule vehicles for inspection, servicing, repairs, and periodic maintenance.
• Monitor repair progress and verify completion of required work.
• Maintain vehicle maintenance records, repair history, service invoices, parts replaced, and related documents.
• Monitor vehicle mileage, fuel records, maintenance costs, and repair expenses.
• Coordinate vehicle registration, insurance renewal, inspections, and other required vehicle documentation, when applicable.
• Assist in conducting basic vehicle condition checks and report safety or mechanical concerns.
• Help ensure company vehicles are safe, roadworthy, properly maintained, and available for operations.
• Coordinate emergency roadside assistance or repair services when necessary.

Microsoft 365 & IT Support

• Provide basic user support and troubleshooting for Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, OneDrive, and related tools.
• Assist employees with common issues involving email, accounts, file sharing, Teams, printing, and basic computer/network connectivity.
• Perform basic troubleshooting of computers, printers, peripherals, and office technology.
• Assist with user setup, software installation, updates, and basic IT-related administrative tasks.
• Coordinate with external IT providers or IT personnel for issues requiring advanced technical support.
• Maintain basic documentation of IT equipment, users, and technical issues.

Website & Digital Support

• Perform basic website content editing and updating, including text, images, announcements, contact information, and other approved content.
• Assist with basic website administration and troubleshooting.
• Coordinate with website developers or IT providers for advanced technical changes.
• Assist with other digital and technology-related administrative functions.

QUALIFICATIONS

• Bachelor's degree or relevant experience in Business Administration, Office Administration, Information Technology, Facilities Management, Engineering, Automotive Technology, or a related field.
• Previous experience in administration, facilities, building maintenance, vehicle/fleet maintenance coordination, office operations, or IT support is an advantage.
• Knowledgeable in Microsoft 365 and common office applications.
• Basic to intermediate computer troubleshooting skills.
• Basic knowledge of vehicle maintenance and repair coordination.
• Familiarity with website editing/content management systems is an advantage.
• Strong organizational, coordination, documentation, and follow-up skills.
• Able to communicate effectively with employees, management, contractors, mechanics, vendors, and service providers.
• Must be hands-on, resourceful, proactive, and willing to learn.
• Able to manage multiple tasks and prioritize urgent maintenance and operational concerns.
• Strong attention to detail and problem-solving skills.
• Able to work independently with minimal supervision.

PREFERRED SKILLS

• Microsoft 365 troubleshooting
• Microsoft Excel, Word, Outlook, and Teams
• Basic computer and network troubleshooting
• Website content editing
• Building and facilities maintenance coordination
• Vehicle fleet preventive and corrective maintenance
• Vehicle service scheduling and repair coordination
• Vendor, contractor, mechanic, and service-center coordination
• Maintenance records and documentation
• Vehicle registration and insurance monitoring
• Inventory and asset monitoring
• Strong problem-solving and communication skills

WHAT WE ARE LOOKING FOR

We are looking for a versatile Administrative Associate who can help keep our office, facilities, vehicles, and technology running smoothly.

The successful candidate should be comfortable coordinating building maintenance, vehicle maintenance, administrative work, Microsoft 365 troubleshooting, website updates, and basic IT support.

Pay: From Php25,000.00 per month

Benefits:

• Additional leave
• Company Christmas gift
• Company events
• Opportunities for promotion
• Pay raise

Work Location: In person