Admin Assistant

OPTIMUSASSETS INC.; Southern Manila District; On-site; PHP 100,000 - 400,000; Full time

Job summary

An established industry player is seeking a dedicated Administrative Assistant to join their dynamic team. This role involves a variety of tasks, including managing communications, organizing office supplies, and maintaining filing systems. The ideal candidate will possess excellent multi-tasking and communication skills, ensuring smooth office operations while handling sensitive information with care. Join a supportive environment where your contributions will enhance team efficiency and effectiveness. If you thrive in a fast-paced setting and are eager to develop your administrative skills, this opportunity is perfect for you.

Qualifications

• Strong communication and organizational skills are essential.
• Ability to handle sensitive information confidentially.

Responsibilities

• Answer and direct phone calls while maintaining professional communication.
• Develop and maintain filing systems and manage office supplies.
• Assist in preparing reports and presentations, ensuring accuracy.

Skills

Multi-tasking

Communication Skills

Organizational Skills

Attention to Detail

Problem Solving

Education

High School Diploma

Bachelor's Degree

Tools

Microsoft Office Suite

Filing Systems

Job description

Administrative Assistant Responsibilities:

• Answer and direct phone calls

• Maintain contact lists

• Produce and distribute correspondence memos, letters, faxes, and forms

• Assist in the preparation of regularly scheduled reports

• Develop and maintain a filing system

• Order office supplies

• Submit and reconcile expense reports

• Provide general support to visitors

• Provide information by answering questions and requests

• Research and create presentations

• Generate reports

• Handle multiple projects

• Prepare and monitor invoices

• Develop administrative staff by providing information, educational opportunities, and experiential growth opportunities

• Ensure operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories, evaluating new equipment and techniques

• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies

• Maintain professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, participating in professional societies

• Contribute to team effort by accomplishing related results as needed

• Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.

• Write letters and emails on behalf of other office staff

• Maintain computer and manual filing systems

• Handle sensitive information in a confidential manner

• Take accurate minutes of meetings

• Coordinate office procedures

• Reply to email, telephone, or face-to-face inquiries

• Develop and update administrative systems to make them more efficient

• Resolve administrative problems

• Receive, sort, and distribute the mail

• Manage staff appointments

• Maintain up-to-date employee holiday records

• Coordinate repairs to office equipment

• Greet and assist visitors to the office

• Photocopy and print out documents on behalf of other colleagues

• Provide polite and professional communication

• Implement clerical duties and administrative processes

• Conduct data entry

• Monitor and process government permits and other permits

• Vouchering

• Check Issuance

• Banking

• Inventory

• Audit

• Doing Costing and Quotation

• Multi-tasking