Admin Assistant

Prima Solution Development and Construction Crop; Quezon City; On-site; PHP 279,000 - 446,000; Full time

Job summary

Prima Solution Development and Construction Crop is seeking an administrative support professional to provide comprehensive HR, accounting, finance, inventory, and general admin assistance across multiple departments in Metro Manila. You will maintain employee records, process documents, and coordinate administrative tasks to keep operations running smoothly.

The role requires strict confidentiality, attention to detail, and accuracy in data encoding (targeting at least 98%).

Qualifications

• Maintains employee records and HR documents with accuracy.
• Handles accounting and finance-related tasks.
• Manages inventory records and office assets.
• Provides comprehensive administrative support across departments.
• Maintains confidentiality and professional conduct.

Responsibilities

• Maintain employee 201 files, records, contracts, and memoranda.
• Assist attendance, leave, recruitment, onboarding, and documentation monitoring.
• Prepare, route, scan, file, and track HR forms and documents for approval.
• Encode, file, scan invoices and payment vouchers; manage purchase documents.
• Update Accounts Receivable/Payable, billing, collections, and expense trackers.
• Oversee petty cash monitoring, liquidations, and proper recording of releases.
• Maintain inventory records for office supplies, equipment, tools, and assets.
• Keep organized physical and electronic filing systems for retrieval.
• Coordinate with HR, Accounting, Finance, Procurement, Operations and others on admin requirements.
• Perform tasks accurately within deadlines.

Skills

HR documentation

Accounting

Finance

Inventory management

Administrative support

Job description

About the role

This is an administrative support position responsible for providing comprehensive HR, accounting, finance, inventory, and general administrative support across multiple departments. The role involves maintaining employee records and documentation, processing financial documents, managing petty cash and inventory systems, and coordinating administrative functions across the organization.

Key responsibilities

• Assist in maintaining and updating employee 201 files, employment records, contracts, memoranda, and other HR documents

• Assist in attendance, DTR, leave, recruitment, onboarding, and employee documentation monitoring

• Prepare, route, scan, file, and track HR forms and documents for approval and recordkeeping

• Assist in encoding, filing, scanning, and organizing invoices, official receipts, service invoices, payment vouchers, purchase requests, and supporting documents

• Update assigned Accounts Receivable, Accounts Payable, billing, collection, expense, payment, and finance trackers

• Maintain the petty cash monitoring and liquidation tracker and ensure all releases and liquidations are properly recorded

• Maintain and regularly update inventory records for office supplies, equipment, tools, consumables, and other assigned company assets

• Maintain organized physical and electronic filing systems and ensure documents are properly labeled, stored, and readily retrievable

• Coordinate with HR, Accounting, Finance, Procurement, Operations, and other departments regarding assigned administrative requirements

• Perform assigned tasks accurately, completely, and within required deadlines

About you

• Maintain strict confidentiality of employee and company information

• Maintain professionalism, confidentiality, attention to detail, accountability, and proper handling of company funds, records, and assets

• Observe proper authorization and segregation of duties; shall not independently approve payroll, payments, accounting entries, hiring decisions, or financial commitments unless specifically authorized

• Achieve at least 98% accuracy in data encoding