Admin Assistant

Philippines HVAC Services Corporation; Hermosa; On-site; PHP 279,000 - 469,000; Full time

Job summary

Philippines HVAC Services Corporation is seeking a Project Administrative Assistant to support project operations through document management, coordination, and report preparation. The role includes maintaining project records, handling permits, and assisting with logistics and compliance.

Responsibilities include organizing meetings, tracking attendance, coordinating with clients and suppliers, and ensuring smooth day-to-day administration and data recording for materials, labor, and equipment.

Qualifications

• Bachelor’s degree in Office Administration or related field.
• Minimum 1 year of relevant experience; project/admin support preferred.
• Proficient with Microsoft Office and document management.
• Strong communication and organizational skills.

Responsibilities

• Manage project documentation and ensure accuracy and compliance.
• Organize logs, records, and as-built documents; assist submission and handover.
• Coordinate with headquarters, clients, agencies, subcontractors, and suppliers.
• Support administrative processes including permits and personnel documentation.
• Handle daily administrative tasks and office maintenance.
• Assist in logistics arrangements for personnel and site coordination.
• Prepare and compile project reports and maintain data records.
• Support inventory tracking, materials monitoring, and cost control.
• Organize project meetings, including scheduling and minutes.
• Perform other administrative tasks as assigned by the Project Manager.

Skills

Microsoft Office proficiency

Document management

Communication skills

Time management

Coordination skills

Attention to detail

Education

Bachelor’s degree in Office Administration

Tools

MS Office Suite

Office applications

Job description

Job Summary

We are looking for a Project Administrative Assistant to support project operations through document management, administrative coordination, report preparation, and stakeholder communication. The role also involves maintaining project records, assisting with logistics and compliance requirements, and ensuring smooth day-to-day project administration.

Job Responsibilities:

• Manage project documentation, including filing, tracking, and safekeeping of drawings, contracts, reports, and correspondence to ensure accuracy and compliance.

• Organize and maintain logs, records, and as-built documents; assist in document submission, inspection, and project handover.

• Coordinate with headquarters, local clients, government agencies, subcontractors, and suppliers to ensure clear communication and smooth project operations.

• Support administrative processes, including permits, personnel documentation, and compliance with local regulations.

• Handle daily administrative tasks such as attendance tracking, office supply procurement, expense processing, and office maintenance.

• Assist in logistics arrangements for project personnel, including accommodation, transportation, and site coordination.

• Prepare and compile translate project reports (weekly, monthly, and progress reports) and maintain data records for materials, labor, and equipment.

• Support inventory tracking, material monitoring, and cost control processes.

• Organize and document project meetings, including scheduling, minutes-taking, and follow-up on action items.

• Perform other administrative and project support tasks as assigned by the Project Manager

Qualifications:

1. Bachelor’s degree in Office Administration or a related field.

2. At least one (1) year of relevant work experience; experience in project management or clerical support is an advantage but no experience is also welcome to apply.

3. Proficient in Microsoft Office and other office applications, with strong document management and basic data analysis skills.

4. Highly responsible, detail-oriented, and organized, with strong communication and coordination skills.

5. Excellent time management and multitasking abilities, with the capacity to work effectively in a fast-paced environment.

6. Willing to be assigned in Hermosa Bataan.