Receptionist (Admin Assistant)

Auro Cafe, an extension of Auro Chocolate, is nestled within the Auro Chocolate Factory in Calamba, Laguna. We are dedicated to delivering world-class chocolate creations, valuing quality, sustainability, and Filipino pride. Our cafe offers a unique experience for visitors to indulge in our delectable products. As a PEZA-registered entity, we also engage in specific import/export and operational processes that require meticulous attention to compliance.

Job Summary: The Receptionist (Admin Assistant) will be the first point of contact for visitors and callers at Auro Cafe Laguna, providing exceptional customer service and administrative support. This role is crucial in maintaining the professional image of the cafe and factory. Additionally, a significant part of this role will involve assisting with documentation and coordination related to Philippine Economic Zone Authority (PEZA) compliance and processing, ensuring smooth operations and adherence to regulations.

Key Responsibilities:

I. Reception and Administrative Support (60%)

• Greet and welcome visitors to Auro Cafe and the factory in a professional and friendly manner.
• Answer and direct incoming calls, taking messages as needed.
• Manage the reception area, ensuring it is tidy and presentable.
• Handle incoming and outgoing mail, packages, and deliveries.
• Maintain office supplies inventory and place orders when necessary.
• Assist with scheduling appointments and managing calendars for key personnel.
• Prepare and organize documents, presentations, and reports as required.
• Provide general administrative and clerical support to various departments (e.g., HR, Operations, Sales) as needed.
• Assist with basic data entry and record-keeping.
• Coordinate internal meetings, including setting up meeting rooms and arranging refreshments.
• Manage petty cash and submit expense reports as instructed.

II. PEZA Processing Assistance (40%)

• Assist in the preparation, compilation, and submission of documents required for PEZA compliance (e.g., import/export permits, Letters of Authority (LOA), various application forms).
• Coordinate with internal departments (e.g., Production, Logistics, Purchasing) to gather necessary information and documents for PEZA processing.
• Maintain an organized and updated filing system for all PEZA-related documents, ensuring easy retrieval and audit readiness.
• Monitor the status of PEZA applications and permits, following up as necessary to ensure timely approval.
• Liaise with PEZA representatives or designated liaison officers for inquiries and clarifications.
• Assist in preparing reports and schedules related to PEZA operations and compliance.
• Stay informed about PEZA rules, regulations, and updates that may affect Auro Cafe's operations.
• Support audit preparations by ensuring all PEZA documents are complete and accurately recorded.

Qualifications:

• Bachelor's degree in Business Administration, Office Administration, or a related field.
• Proven experience (1-2 years) in a similar role as a Receptionist, Administrative Assistant, or Office Staff.
• Familiarity with PEZA regulations and processing, or a strong willingness to learn and be trained in this area, is highly desirable. Experience with import/export documentation is a plus.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent verbal and written communication skills in English and Filipino.
• Strong organizational and multitasking abilities with keen attention to detail.
• Professional demeanor and strong interpersonal skills.
• Ability to work independently and as part of a team.
• Residing in or near Calamba City, Laguna, is preferred.

Job Type: Full-time

Work Location: In person