Project Admin Assistant (Document Controller)

The Project Admin Assistant is the overall in-charge of tasks below:

MONITORING AND PROCEDURES:

• Monitors incoming telephone calls and emails.
• Checks /receives document completeness issued by CM, Owner and other contractors
• Transmits /receives incoming documents as outgoing documents to Construction, Management, Owner and other contractors
• Implements existing documents procedures such as drawings approvals, correspondence and other related documents with strict adherence to company's and clients requirements
• Disseminates information or memos to concerned staff by routing the receiving copy
• Handles and ensures strict confidentiality of correspondence/memo for specific concerned staff or contractor
• Records and updates utility bills monitoring (electric and water) of Project and Staff house

FILING AND RECORDS:

• Sorts, encodes, scans and renames all necessary documents for standard filing (both hard copy and E-file) to provide quick access for retrieving and database linking purposes.
• Maintains and updates database system of technical files such as Request for Approval, Request for Information, Correspondence and other related documents indicating its details and status
• Establishes document filing system of company documents such as permits, correspondences, memorandum and site instructions for fast-tracking and rapid access of the team
• Maintains the documents proper condition and its accessible location/storage until projects turn-over
• Ensures that the necessary documents/files are backup through storing devices for retrieval purposes
• Provides and maintains a tangible monitoring references on correspondence, handover and technical documents to be more accessible when needed

REQUESTING AND ISSUANCE:

• Issues and validates cash issuance indicating its intent and item details in petty cash voucher subject for manager's approvaL.
• Prepares and submits an accurate summary of petty cash disbursements and other funds timely at Audit and Accounting Department for replenishments.
• Monitors the petty cash and expenses from time to time for proper reports, follow-up and requests.
• Prepares and encodes online requests budget for office and cleaning supplies, project events, seminars/workshops, representations and project utility bills
• Establishes records of issued office supplies for inventory purposes.
• Ensures the availability of storing devices such as external hard drive for backup/archiving of files such as billings, weekly reports and all necessary documents.

RELATED ADMINISTRATIVE TASKS AND SUPPORT:

• Sourcing and purchasing of AB Corp.,CM and Owner office supplies and COVID essentials.
• Assists in the planning and execution of project activities and events.
• Prepares request and monitors office supplies, pantry and cleaning supplies including petty cash of project.
• Performs additional tasks as per instruction of the immediate head.

QUALIFICATIONS:

• At least 1 to 2 years of working experience in the related field is required for this position;
• Candidate must be a graduate of any 4-year course;
• With strong analytical, communication, presentation skills as well as an eye for detail;
• Results-oriented team player with strong interpersonal skills;
• Willing to be assigned/relocate within General Trias, Cavite Area;
• Amenable to commute/relocate, living near or within Cavite;
• CAN START IMMEDIATELY!

Join us?

• Complete Government Benefits
• Health Care Plan

Additional Company Information

Career level: Rank&File/Entry Level
Qualification: Bachelor's/college degree
Years of experience: 1-2 years
Job type: Full-time
Job specializations: Building/construction, civil/construction

Company Size : [200 - 500](tel:200 - 500) Employees

Average Processing Time : 1 to 2 weeks

Industry : Construction / Building / Engineering

Archipelago Builders Corporation

The company was established in 1965, engaging in General Building Construction under the name Archipelago Builders. The office started from renting a room of a building at Rizal Avenue, Sta. Cruz, Manila and the Warehouse / Steel Shop were located at Old Samson Road, Balintawak, Quezon City.

Started with a Building Contractor-Category “C” by Professional Regulations Commission, it was later recognized as a General Building Contractor-Class “B”. In the year 1975-1976 the company doubled its personnel, rented another three (3) rooms in the same building and added another three (3) compartment warehouses and steel shop for its expanded operations for both public and private sectors. In 1977, the company was recognized as a General Engineering and General Building-Category “A”, engaged in both horizontal and vertical construction.

In 1979, Archipelago Builders started construction of its own three and a one half (3 -1/2) storey building at No.29 North Avenue, Diliman, Quezon City, to house its main office and diversified businesses like the restaurant, construction supply and real state.

In 1987, as the company continued to grow, the category “A” further upgraded to Category ’AA’

In 1998, the year of economic crisis, inflation and political strife in the country, fortunately, Archipelago Builders was awarded quite a number of projects in Metro Manila, Southern Luzon and Visayas. Because of this, Archipelago Builders was finally upgraded to Category ‘AAA’.

Today, after many years of construction experience, Archipelago Builders aims to further develop the quality of construction and help build future for this country. This is our vision and mission.