Admin Assistant in Cainta Rizal

Dempsey Resource Management Inc.; Cainta; On-site; PHP 180,000 - 260,000; Full time

Job summary

Dempsey Resource Management Inc. seeks an Admin Assistant (Executive Office) to support the General Manager in a busy office. Responsibilities include office supply and inventory management, processing recurring utility bills, coordinating office maintenance, and managing calendars, meetings, and minute-taking.

The role requires proactive task ownership, accurate record-keeping, and the ability to handle petty cash and document filing with strict adherence to company policies.

Qualifications

• Manage office supplies and inventory with par-stock controls.
• Process recurring utilities bills and track payments.
• Coordinate office maintenance and vendor communications.
• Schedule meetings and manage GM calendar with accuracy.

Responsibilities

• Maintain par stock system for all office supplies.
• Submit payment requests to Finance with due dates and receipts.
• Track maintenance requests and coordinate with vendors.
• Take minutes and manage GM calendar and task tracker.
• File documents and manage petty cash with accuracy.
• Schedule new-hire interviews and support HR admin tasks.

Job description

ADMIN ASSISTANT (EXECUTIVE OFFICE) DETAILED TASK LIST AND ROLE DEFINITION Reports To: General Manager ROLE DEFINITION The Admin Assistant (Executive Office) is an office-based role that directly supports the General Manager. The role is responsible for office supply and inventory management, recurring utility and bills payment processing, office upkeep coordination, meeting scheduling and calendar management, minute-taking, task tracking, document filing and record-keeping, and petty cash management. The Admin Assistant also performs additional administrative duties as requested by other managers. All work is expected to be performed accurately and completely the first time. The Admin Assistant is expected to understand the tasks assigned and to take ownership of them — tasks must be carried out without having to be reminded, followed up, or chased. Understanding of each task, its purpose, and its deadline is required and expected. This is a non-negotiable standard of the role. CORE DUTIES (per KPI Scorecard — primary accountability)

• Supply, Utilities and Office Upkeep

Office Supply Inventory & Ordering

• Maintain par stock system for all office supplies; keep all items at or above par at all times
• Conduct physical stock count on a fixed weekly schedule
• Place the supply order before par level is reached, as per policy — never after stockout
• Submit the corresponding payment request to Finance for the order
• Maintain and post the par stock level list; update as consumption patterns change

Recurring Utility & Bills Payment Processing (per the Bills Matrix) Process payment requests for the five recurring Cainta-office accounts, all via EastWest PayBills, submitting each to Finance at least 5 working days before due date: Account Location Due Date MOP Manila Water Cainta Office 19th EastWest PayBills Meralco (1st Floor) Cainta Office – 1st Floor 26th EastWest PayBills Meralco (2nd Floor) Cainta Office – 2nd Floor 26th EastWest PayBills PLDT Inc Cainta Office 10th EastWest PayBills Converge Cainta Office 5th EastWest PayBills Document No.: PGS-HR-RD-2026-002 Rev.: 1.0 Effective Date: June 1, 2026 Page 2 of 1 Department: Human Resources 2 of 2

• Maintain a recurring-bills calendar with submission triggers set 5 working days ahead of each due date

• Verify billed amount against statement before submitting request; flag unusual spikes to GM/Finance

• Confirm payment posting after Finance pays; retain proof of payment
• Track all other recurring operational expenses (e.g. additional subscriptions) on the same schedule
• Zero service interruptions from late submission

• Coordinate building/office maintenance (aircon, plumbing, electrical) with building admin or vendor promptly
• Monitor office equipment (printer, copier) for toner, paper, service needs — resolve before disruption
• Log all maintenance requests with date raised / date resolved

• Admin Task Quality Maintain the Admin Assistant Task Tracker current at all times (an out-of-date tracker is itself a deduction)
• Complete GM calendar‑assigned tasks (target ≥95% completion, ≥95% on‑time vs Scheduled End)
• New‑hire interview scheduling: schedule applicant interviews as per policy; keep scheduling records
• Zero unexcused absences/tardiness; follow Handbook notification procedure
• Meeting scheduling & calendar management for the GM — correct date/time/attendees/venue or link, invites sent with notice, zero scheduling errors, no reminders needed
• Maintain professional conduct with staff, visitors, and guests
• File all documents (payment requests, minutes, correspondence, PRs, receipts) per Company filing convention — any document retrievable within 5 minutes
• Manage petty cash: liquidate within prescribed period, complete/attached receipts, submit to Finance on time, zero discrepancies
• Minute‑taking for assigned meetings

Additional Administrative Duties

• Perform other administrative duties as requested by the General Manager, Operations Manager, Asst. Manager Admin & HR / Treasury, Finance – Accounts Receivable, and the BD Admin Assistant

Code_ DRMI-00398