Admin Assistant

MOBILITY GROUP; Philippines; On-site; PHP 250,000 - 350,000; Full time

Job summary

Mobility Group in the Philippines seeks an organized Office Administrator to support HR & Admin functions. You will oversee office management, coordinate communications, and maintain schedules for meetings and events.

This role involves document handling, billing support, and close collaboration with management and departments to align admin practices with business goals. Strong multitasking and attention to detail are essential.

Qualifications

• Experience in office management and admin support.
• Strong written and verbal communication skills.
• Able to organize calendars, meetings, and travel.
• Familiarity with filing systems and document handling.

Responsibilities

• Office management and decorum maintenance.
• Serve as point of contact for internal and external communications.
• Manage calendars for conference rooms and events.
• Prepare and format documents and reports.
• Handle AR for monthly billings and meals for employees.
• Collaborate with management, compliance, finance, and ops.

Skills

Office management

Communication

Scheduling

Document management

Billing coordination

Job description

Duties and Responsibilities:

• 1. Office Management
  • a. Organize and maintain cleanliness and proper office decorum
  • b. Order office supplies and manage inventory
  • c. Coordinate maintenance, repairs, and general upkeep of office facilities to engineering department
• 2. Communication
  • a. Serve as a point of contact for internal and external communications.
  • b. Answer phone calls, direct inquiries, and provide information to staff and visitors.
  • c. Draft, proofread, and edit correspondence, reports, and presentations.
• 3. Scheduling & Coordination
  • a. Manage calendars for availability of conference and meeting room for appointments, meetings, and events.
  • b. Coordinate travel arrangements to all departments
  • c. Prepare meeting agendas and take minutes during meetings.
• 4. Document Management
  • a. Organize and maintain electronic and physical filing systems including transmittal of documents to our storages
  • b. Ensure documents are properly archived and accessible.
  • c. Assist in preparing and formatting documents and reports.
  • d. Ensure that all employees signed the accountability form for all items issued by the company
• 5. Billings
  • a. Prepare AR for monthly billings that are being sent by third parties. Ex. Globe and Building related billings
  • b. Prepare AR for monthly billing of Janitorial Agencies
  • c. Ensure Saturday meal for employees are properly managed and paid accordingly
  • d. Prepare AR for Monthly activities and engagement activities (if any)
• 6. Other
  • a. Work closely with management, compliance, finance, and operational departments to align HR & Admin practices with the overall business strategy.
  • b. Other tasks that may be assign with HR and Admin Manager.