General Affairs (Admin) Assistant

PURPOSE OF THE FUNCTION

The General Affairs Assistant is responsible for providing administrative and operational support to ensure the smooth day-to-day functioning of the office. The role handles office facilities, supplies, vendor coordination, employee administrative support, documentation, company events, and government-related requirements while ensuring compliance with company policies and Philippine regulations.

KEY RESULT AREAS

1. Office Administration

Manage office supplies and inventory, process purchase requests and procurement requirements, monitor office equipment maintenance and repairs, oversee locker assignments and inventory, coordinate workspace and seating arrangements, and manage the General Affairs inbox, including company advisories, announcements, and reminders.

2. Document and Records Management

Maintain organized filing systems for contracts, permits, licenses, and company records; monitor the validity and renewal of permits, licenses, and service agreements; safeguard confidential company documents; and prepare reports, documentation, and administrative correspondence as required.

3. Service Provider and Vendor Management

Coordinate with building administration, landlords, and service providers; assist in managing repairs, maintenance activities, and facility improvement projects; monitor vendor performance and compliance with service agreements; process vendor accreditation and documentation; and secure quotations and conduct cost comparisons to support procurement decisions.

4. Employee Administrative Support

Support employee administrative requirements by assisting with onboarding activities, managing the issuance of office IDs, access cards, and company assets, coordinating travel arrangements, hotel accommodations, transportation, and meeting logistics, and addressing employee inquiries and administrative requests in a timely manner.

5. Government and Regulatory Compliance

Assist in the processing and renewal of business permits, licenses, and regulatory requirements; maintain records and documentation supporting compliance initiatives; provide administrative support during inspections and audits; coordinate with government agencies and local government units (LGUs); and assist in the preparation and submission of documents related to BIR, SSS, PhilHealth, HDMF/Pag-IBIG, SEC, PEZA, BOC, DOLE, and other regulatory bodies.

6. Health, Safety, and Security

Support the implementation of health, safety, and security programs by monitoring compliance with office safety requirements, coordinating emergency preparedness activities and drills, reporting safety concerns and assisting in corrective actions, and helping enforce security procedures for employees, visitors, and company facilities.

QUALIFICATIONS:

• Bachelor's degree in Business Administration or a related field.
• Excellent verbal and written communication skills in English.
• Proficient in Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, and Teams.
• Strong computer literacy with the ability to use office systems and administrative tools effectively.
• Preferably with experience in administration, facilities management, office management, or general affairs functions.