Executive and Operations Assistant

The Executive & Operations Support Assistant serves as the operational right-hand to the Managing Director. In this role, you will act as a central monitoring hub—tracking high-value repair cycles, pulling inventory reports for sales alignment, following up on urgent collections, sourcing vendor quotes, and ensuring budget requests comply with finance standards before reaching the MD.

• Executive and Operations Support:

• Vendor Sourcing & Procurement Support: Gather and compare quotes from contractors, interior designers, and suppliers for office/showroom buildouts; negotiate standard pricing and coordinate logistics for MD review.

• Technical Repair Tracking: Maintain an end-to-end tracking log for high-value client machine repairs, monitor turnaround times, and flag delays to the technical team to optimize the repair cycle.

• Inventory & Sales Data Pulls: Consolidate inventory movement reports, identify slow-moving or high-priority machines, and provide regular data updates to keep the Sales team aligned with stock goals.

• Collections Monitoring: Track aged receivables with the Credit & Collections team, maintain an urgent collections dashboard, and proactively remind the Sales team to follow up on outstanding client accounts.

• Budget Verification & Finance Gatekeeping: Check incoming departmental budget requests for complete documentation, verify adherence to internal accounting procedures, and route pre-audited requests to the MD for final sign-off.

• Executive Administrative Coordination: Manage the MD’s high-priority schedule, prepare operational status reports, and handle executive correspondence with key stakeholders and medical professionals.

• Qualifications:

• Experience: 2–4 years of hands-on experience as an Operations Assistant, Logistics Coordinator, Junior Finance/Audit Analyst, or Senior Administrative Assistant (preferably in medical devices, pharmaceuticals, distribution, or related industries).

• Education: Bachelor’s degree in Business Administration, Operations/Supply Chain Management, Finance, Accountancy, or a related field.

• Technical Skills:

• Intermediate to advanced MS Excel skills (data consolidation, VLOOKUP/XLOOKUP, pivot tables, tracking dashboards).

• Solid grasp of basic accounting, budgeting, and invoicing workflows.

• Familiarity with inventory tracking and supply chain documentation.

Core Competencies:

• Proactive Follow-Through: Excellent organizational skills with the assertiveness to track down deliverables across sales, finance, and technical teams.
• Analytical Mindset: Able to spot variances in reports and flag operational bottlenecks before they escalate.
• Strong Communication: Confident, professional verbal and written communication when interfacing with internal heads, vendors, and external clients.

Job Type: Full-time

Pay: Php25,000.00 - Php35,000.00 per month

Benefits:

• Company Christmas gift
• Company events
• Employee discount
• Flexible schedule
• Flextime
• Opportunities for promotion
• Paid training
• Pay raise
• Promotion to permanent employee
• Staff meals provided
• Transportation service provided

Location:

• Binondo (Preferred)

Work Location: In person