Admin Assistant

Team Global Facility Solutions Inc.; Philippines; On-site; PHP 201,000 - 290,000; Full time

Job summary

Team Global Facility Solutions Inc. is seeking an organized administrative assistant to support multiple departments in a fast-paced office in the Philippines. You will manage calendars, prepare reports, coordinate meetings, and handle inquiries with professionalism.

Responsibilities include processing invoices, maintaining digital and physical filing systems, liaising with vendors, and assisting HR with onboarding and recruitment tasks, ensuring smooth operations and accurate records.

Qualifications

• Experience in administrative support or secretarial roles.
• Ability to manage schedules and calendars.
• Strong written and verbal communication.
• Proficient in MS Office and document management.
• Attention to detail and confidentiality.

Responsibilities

• Managing and organising schedules, appointments and calendars for team members and senior management
• Preparing and maintaining accurate administrative documentation, reports and correspondence
• Coordinating meetings, conferences and events, including venue booking, logistics and attendee communication
• Processing invoices, purchase orders and expense reports in accordance with company procedures
• Maintaining filing systems, both digital and physical, ensuring all records are properly organised and easily retrievable
• Answering and directing telephone calls and responding to email enquiries in a professional manner
• Providing general administrative support to multiple departments and assisting with special projects as required
• Ordering and managing office supplies and equipment to ensure adequate stock levels
• Liaising with external vendors and service providers to arrange services and resolve administrative matters
• Supporting human resources with recruitment administrative tasks, employee records and onboarding procedures

Skills

Communication skills

Organization

MS Office

Calendar management

Vendor liaison

Job description

• Managing and organising schedules, appointments and calendars for team members and senior management

• Preparing and maintaining accurate administrative documentation, reports and correspondence

• Coordinating meetings, conferences and events, including venue booking, logistics and attendee communication

• Processing invoices, purchase orders and expense reports in accordance with company procedures

• Maintaining filing systems, both digital and physical, ensuring all records are properly organised and easily retrievable

• Answering and directing telephone calls and responding to email enquiries in a professional manner

• Providing general administrative support to multiple departments and assisting with special projects as required

• Ordering and managing office supplies and equipment to ensure adequate stock levels

• Liaising with external vendors and service providers to arrange services and resolve administrative matters

• Supporting human resources with recruitment administrative tasks, employee records and onboarding procedures