Pasig City, Philippines

Administrative Assistant

Full-time / part-time
Full-time
Level
Associate
Department
Operations
Address
Ortigas Center
Pasig City
Philippines

Job description

Your duties and responsibilities will include in providing administrative support that ensure efficient operation of the Administrative Team as a whole. As an Administrative Assistant, you are to ensure that tasks assigned are completed accurately, delivered with high quality and in a timely manner with high regards to confidentiality and sensitivity of the task and alignment to the set standard of the organization.

General Administrative Duties:

  • Assist Admin Manager and Supervisor in the implementation of Administrative protocols related to procurement, office, security, facilities and utilities management.
  • Prepare and assist in set up of allocated workstations of each teams, new hires and separated employees.
  • Prepare and deployment of New Hire Starter Kit once report received from requesting department.
  • Process gate pass, site permit and other government mandated requirements like business permit, barangay permit etc. in a timely manner.
  • Prepare reports for any incidental, accidental activities that may need involvement of the Building Admin Leasor.
  • Monthly inventory of office supplies, cleaning materials, equipment, office keys, fire extinguisher and lockers.
  • Monthly inventory and tagging of office assets and equipment.
  • Courier Processing for business related parcels, documents, equipment etc.
  • Petty Cash Monitoring and replenishment.
  • Expense Report and Cash Advance processing at Netsuite.
  • Drafting of simple administrative documentation
  • Administrative support to other team members.

Procurement Management

  • Initiate start of end to end procurement activities such as sourcing, canvassing, requesting of quotation, preparation of bidding matrix once request for purchase received prior sending to Administrative Supervisor’s checking and Admin Manager’s approval.
  • Prepare purchasing order and request for payments of billings that is not limited to vendor services, communications, office and cleaning materials, surety bonds, and company phones

BCP Managements:

  • Give timely suggestions for the progression of Business Continuity Plan (BCP) in relation to administrative operations, duties and responsibilities.
  • Assist the Business Continuity Manager and Administrative Supervisor in executing BCP that is executed when business as usual is affected by an unexpected event.

Information Management:

  • Keeps, maintain & update relevant files/quality records and documents both manually & electronically which includes the general administrative documents of such Administrative, BCP, Procurement, Safety, Security, Facilities and Utilities.
  • Indexation of documents scanned and archiving/filing

Front Desk Duties:

  • Undertake all receptionist and clerical duties at the desk of main entrance like maintaining its cleanliness, greeting of visitors, answer questions and attend inquiries.
  • Screen and determine the importance of all incoming/ outgoing documents and parcel.

Qualifications

Background Experience:

  • At least 2 years’ experience in administrative role in processing government mandated compliance processing, procurement, office, safety, security, and utilities management.
    Bachelor’s Degree in Business Administration or any related course
  • Good customer service, autonomous, proactive, positive and professional working attitude.
  • Good understanding of organizational structure in global set up.
  • Proficient in English communication skill, both on oral and written.

Technical Skills:

  • Knowledgeable in MS Suite including Word, Excel, Outlook SharePoint

Computer Program knowledge:

  • Online Document Repository system / archiving system

*To expedite the process of your application have your government ID's ready.

Additional information

At IQ-EQ we want you to reach your full potential. We offer an inclusive and diverse environment to support your career aspirations. With a strong emphasis on continuous learning and a holistic approach to your professional and personal development. We also offer opportunities across our service lines and our international network of offices.

Company description

IQ-EQ is a leading Investor Services group which combines global expertise with an unwavering focus on client service delivery. We support fund managers, global companies, family offices and private clients operating worldwide.

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