Admin Assistant (Babatngon, Leyte)

Insular Oil Corporation; Babatngon; On-site; PHP 201,000 - 335,000; Full time

Job summary

Insular Oil Corporation is seeking an Office Management professional to handle courier transmissions, records custody, canteen coordination, supplier payments, and office supplies. The role requires strong organizational skills, time management, and the ability to work with multiple departments.

Responsibilities also include HR support such as payroll timekeeping and onboarding, with additional duties as assigned.

Qualifications

• Bachelor’s degree in Office Management or related field.
• Ability to prioritize tasks and handle multiple activities.
• Strong organizational and time management abilities.
• Ability to work well with teams and handle requests from multiple departments.
• Ability to plan, coordinate and execute events from concept to completion.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint).
• Reliable with strong work ethic.
• With experience in Timekeeping.

Responsibilities

• Transmitting documents/packages via courier and coordinating pick-ups.
• Control and determine validity of items sent by sea or air freight.
• Coordinate with departments and billing for waybills.
• Prepare RFPs for payments and release checks to providers.
• Custodian of records: ensure proper transfer and safekeeping of documents.
• Maintain and update file of all records and disposed records.
• Coordinate with canteen concessionaire on meal subsidies and safety.
• Prepare monthly meal monitoring reports.
• Coordinate with suppliers/service providers and release payments.
• In-charge of issuing non-consumable office supplies and monitor inventory.
• Assist with HR services such as payroll timekeeping, recruitment, and onboarding.
• Perform other duties as assigned.

Skills

Prioritization

Time management

Organization

Teamwork

Event planning

Timekeeping

Education

Bachelor’s degree in Office Management or Business-related field

Tools

Microsoft Office

Job description

Duties and Responsibilities

In-charge of transmitting documents/packages thru courier (twice or thrice a week).

• Controls and determines validity of items to be sent out via sea or air freight.
• Coordinate with courier service provider regarding pick-up
• Coordinate with departments regarding documents/ package sent. Check billing against way bill.
• Prepare RFP for payment.
• Release check payment to courier service provider

Records Custodian (as needed)

• Ensure that there is proper transfer and safekeeping of documents for retrieval.
• Ensure that there is proper coordination as to transfer, safekeeping and disposal of documents within the organization
• Maintains and updates file of all record.
• Maintains and updates file of all records disposed.

Coordinate with canteen concessionaire

• Ensure that meal subsidy of employees is properly coordinated with the canteen concessionair
• Ensure cleanliness and safety of food being served by concessionaire.
• Coordinate with affiliates with regards payment and other concerns.
• Prepare RFP and summary of billing.
• Release check payment to canteen concessionaire.
• Prepare monthly meal monitoring report.

Coordinate with suppliers/service providers (as needed)

• Ensure that there is proper delivery of item requested
• Ensure that services required are properly handled/executed.
• Prepare RFP and other documents needed.
• Release check to service provider.

In-charge of issuance of non-consumable office supplies to requesting employees

• Prepares Purchase Requisition for non-consumable office supplies.
• Monitors inventory of non-consumable office supplies.
• Issues non-consumable office supplies upon request of affiliates, together with Accountability Form to be signed by the assignee.
• Process and monitor the Revolving Fund or petty cash fund.
• Assist with HR services and operations, such as payroll timekeeping, recruitment, and employee onboarding.
• Perform other duties that may be assigned from time to time.

Job Requirements

• Bachelor’s degree in Office Management or Business-related field.
• Possess ability to prioritize task and handle multiple activities.
• Strong organizational and time management abilities.
• Possess ability to work well with teams and handle requests from multiple departments.
• Ability to plan, coordinate and execute events from concept to completion.
• Proficiency in Microsoft office (Excel, word, PowerPoint)
• Reliable and with strong work ethic
• With experience in Timekeeping