ADMIN ASSISTANT

CIRCLE SQUARE BUILDERS INC; Manila; On-site; PHP 100,000 - 400,000; Full time

Job summary

A leading company in construction is seeking an Administrative Assistant to provide comprehensive support to ensure smooth office operations. This role encompasses a variety of administrative tasks including scheduling meetings, managing office supplies, coordinating maintenance for vehicles, and ensuring compliance with government regulations.

Qualifications

• 1-2 years relevant administrative or clerical experience.
• Detail-oriented with strong organizational skills.
• Good communication and interpersonal skills.

Responsibilities

• Schedule meetings and maintain calendars.
• Monitor office supplies and company assets.
• Prepare and process permit renewal documents.

Skills

Organizational skills

Multitasking

Communication skills

Education

Bachelor’s degree in Business Administration

Tools

MS Office applications (Excel, Word, Outlook)

Job description

Job Summary

The Administrative Assistant provides comprehensive administrative and logistical support to ensure smooth office operations. Responsibilities include scheduling meetings, coordinating vehicle maintenance, monitoring toll and fuel usage, renewing permits, and managing office supplies and company assets. This role plays a key part in supporting daily administrative functions and maintaining operational efficiency.

Key Responsibilities:

Administrative Support:

· Schedule internal and external meetings, prepare agendas, and record minutes.

· Maintain calendars, follow-ups, and documentation of administrative activities.

· Manage incoming and outgoing correspondence (emails, calls, memos).

Vehicle & Maintenance Coordination:

· Maintain an updated vehicle registry including OR/CR, insurance, and repair logs.

· Schedule and monitor routine maintenance and repairs for company vehicles.

· Ensure timely registration renewal and compliance with transport regulations.

Permit & Compliance Management:

· Prepare and process permit renewal documents (business, vehicle, etc.).

· Ensure timely compliance with all government-mandated operational requirements.

Fuel & Toll Monitoring:

· Track and report weekly fuel consumption for all company vehicles.

· Monitor toll usage (Autosweep/Easytrip), balances, and replenish when needed.

· Coordinate fuel card or load requests for field employees.

Office Supplies & Asset Monitoring:

· Monitor inventory levels of office supplies and request replenishments as needed.

· Maintain an updated inventory list of company assets and equipment.

· Coordinate issuance and retrieval of assets and supplies from employees.

· Conduct regular physical checks to ensure assets are accounted for and in good condition.

General Administrative Tasks:

· Maintain organized records and filing systems for admin-related documentation.

· Assist with procurement coordination for admin needs and services.

· Support other administrative tasks as may be assigned by the supervisor.

Qualifications:

· Bachelor’s degree in Business Administration, Office Management, or related field.

· 1–2 years of relevant administrative or clerical experience.

· Proficient in MS Office applications (Excel, Word, Outlook).

· Detail-oriented with strong organizational and multitasking skills.

· Good communication and interpersonal skills.