JOB DESCRIPTION

Position Title: Administrative Staff

Department: Administration

Work Location: Village Delapaz, Pasig City

Employment Status: Full-Time

Reports To: Admin Supervisor / Operations Manager

Job Summary:

The Administrative Staff is responsible for providing administrative and clerical support to ensure the efficient operation of the office. The role involves handling documentation, record-keeping, scheduling, office coordination, and assisting various departments with administrative requirements. The Administrative Staff plays a vital role in maintaining organized office operations and supporting the day-to-day business activities of the company.

Duties and Responsibilities:

Administrative Support

• Provide general administrative and clerical support to management and other departments.
• Prepare, organize, and maintain company records, files, and documents.
• Draft correspondence, reports, memoranda, and other administrative documents.
• Monitor and replenish office supplies and coordinate procurement requests.
• Assist in scheduling meetings, appointments, and company activities.

Documentation and Records Management

• Maintain accurate filing systems for both physical and electronic documents.
• Ensure proper safekeeping and confidentiality of company records.
• Monitor incoming and outgoing documents and correspondence.
• Assist in document control and records retrieval when required.

Office Coordination

• Coordinate with suppliers, service providers, and external stakeholders regarding administrative requirements.
• Handle telephone calls, emails, and inquiries in a professional manner.
• Assist visitors, clients, and guests as necessary.
• Support the implementation of office policies and procedures.

Data Management and Reporting

• Encode, update, and maintain company databases and records.
• Prepare administrative reports and summaries as required by management.
• Monitor and update administrative trackers and monitoring sheets.
• Ensure accuracy and completeness of encoded data.

Operational Support

• Assist in the preparation and processing of internal requests and approvals.
• Coordinate logistics for meetings, trainings, and company events.
• Support various departments in administrative-related concerns.
• Perform other office support functions as assigned.

Qualifications:

• Bachelor's Degree in Business Administration, Office Administration, Management, or any related field.
• Fresh graduates are welcome to apply.
• Experience in administrative, clerical, or office support functions is an advantage.
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint, and Outlook).
• Strong organizational and time management skills.
• Excellent verbal and written communication skills.
• Detail-oriented and capable of handling confidential information.
• Ability to work independently and as part of a team.

Key Performance Indicators (KPIs):

• Accuracy and completeness of documentation.
• Timely processing of administrative requests.
• Proper filing and records management.
• Timeliness of report submissions.
• Efficiency in handling office coordination activities.
• Compliance with company policies and procedures.

Working Conditions:

• Office-based work environment.
• May be required to assist during company events, meetings, and special projects.
• May occasionally perform tasks outside regular office hours when necessary.

Other Duties:

The Administrative Staff may be assigned additional administrative, clerical, and operational support responsibilities as may be required by management from time to time.