Admin Assistant with AU Experience

STANLEY COLLEGE REPRESENTATIVE OFFICE PHILIPPINES; Makati; On-site; PHP 335,000 - 502,000; Full time

Job summary

STANLEY COLLEGE REPRESENTATIVE OFFICE PHILIPPINES is seeking an Administrative Assistant to support general, financial, payroll & HR, procurement, and compliance activities from our Makati office. The role involves managing documents, invoices, payroll processes, onboarding, vendor records, and customer support.

The ideal candidate will have a background in business administration or related fields, strong computer literacy, and experience with Xero or similar accounting software.

Qualifications

• Business Administration (or equivalent)
• Previous administration experience (hospitality or retail preferred)
• Strong computer literacy and basic accounting skills using accounting software
• Desirable: Experience using Xero
• Experience with HR system & payroll systems (Tanda)
• Knowledge of Microsoft Office (Excel, Word, Outlook)
• Experience with Stripe, Nuvei and POS system

Responsibilities

• Provide administrative support to management.
• Answer telephone calls and respond to emails professionally.
• Maintain filing systems (electronic copy).
• Prepare reports, letters, and business documents.
• Manage incoming and outgoing correspondence.
• Schedule meetings and prepare meeting minutes.
• Prepare and process invoices.
• Assist with accounts payable and accounts receivable.
• Assist with daily sales reporting.
• Support month-end financial reporting.
• Maintain accurate financial records using accounting software (Xero).
• Oversee payroll with payroll preparation.
• Maintain employee records.
• Process onboarding documentation.
• Coordinate employment contracts.
• Monitor leave records.
• Maintain training records.
• Assist with recruitment administration.
• Ensure employee documentation is complete and compliant.
• Coordinate incident records and reporting.
• Assist operations for HR matters
• Maintain supplier records.
• Assist in process supplier invoices.
• Assist with inventory reporting.
• Coordinate stock documentation and stock transfer
• Maintain licences and permits.
• Keep food safety records.
• Maintain Workplace Health and Safety documentation.
• Ensure employee certifications (e.g., RSA) remain current.
• Assist during audits and inspections.
• Maintain confidentiality of business information.
• Respond to customer enquiries.
• Assist with bookings administration.
• Coordinate gift voucher administration.
• Support marketing campaigns.
• Maintain customer databases.

Skills

Communication skills

Attention to detail

Organization

Time management

Confidentiality

Problem solving

Teamwork

Customer service

Excel skills

Education

Business Administration or equivalent

Tools

Xero

Tanda

Stripe

Nuvei

POS system

Microsoft Excel

MS Office

Job description

Key Responsibilities

1. General Administration

• Provide administrative support to management.
• Answer telephone calls and respond to emails professionally.
• Maintain filing systems (electronic copy).
• Prepare reports, letters, and business documents.
• Manage incoming and outgoing correspondence.
• Schedule meetings and prepare meeting minutes.

2. Financial Administration

• Prepare and process invoices.
• Assist with accounts payable and accounts receivable.
• Assist with daily sales reporting.
• Support month-end financial reporting.
• Maintain accurate financial records using accounting software (Xero).

3. Payroll & HR Administration

• Oversee payroll with payroll preparation.
• Maintain employee records.
• Process onboarding documentation.
• Coordinate employment contracts.
• Monitor leave records.
• Maintain training records.
• Assist with recruitment administration.
• Ensure employee documentation is complete and compliant.
• Coordinate incident records and reporting.
• Assist operations for HR matters

5. Procurement & Inventory Administration

• Maintain supplier records.
• Assist in process supplier invoices.
• Assist with inventory reporting.
• Coordinate stock documentation and stock transfer

6. Compliance Administration

• Maintain licences and permits.
• Keep food safety records.
• Maintain Workplace Health and Safety documentation.
• Ensure employee certifications (e.g., RSA) remain current.
• Assist during audits and inspections.
• Maintain confidentiality of business information.

7. Customer & Business Support

• Respond to customer enquiries.
• Assist with bookings administration.
• Coordinate gift voucher administration.
• Support marketing campaigns.
• Maintain customer databases.

Key Performance Indicators (KPIs)

• Accuracy of administrative records.
• Invoice processing completed within agreed timeframes.
• Timely completion of monthly reports.
• Supplier invoices processed within payment terms.
• Employee records maintained at 100% compliance.
• Minimal filing or documentation errors.
• Internal stakeholder satisfaction.
• Compliance documentation kept current.
• Efficient response to administrative requests.

Qualifications

• Business Administration (or equivalent experience).
• Previous administration experience (preferably in hospitality or retail).
• Strong computer literacy and basic accounting skills using accounting software.

Desirable

• Experience using Xero.
• Experience with HR system & payroll systems (Tanda).
• Knowledge of Microsoft Office (Excel, Word, Outlook).
• Experience with Strip, Nuvei and POS system.

Skills & Competencies

• Excellent written and verbal communication.
• High attention to detail.
• Strong organisational skills.
• Time management and ability to meet deadlines.
• Confidentiality and professionalism.
• Problem-solving skills.
• Ability to work independently and within a team.
• Customer service focus.
• Intermediate to advanced Microsoft Excel skills.

Working Relationships

Internal

• Directors
• General Manager
• Restaurant Manager
• Supervisors
• Kitchen Team
• Front of House Team
• Payroll
• Marketing Team
• Accounting Team

External

• Suppliers
• Accountants
• Government agencies
• Customers (where applicable)
• Insurer

Performance Expectations

• The Administrative Assistant is expected to:
• Maintain accurate and confidential business records.
• Support efficient restaurant operations through timely administrative services.
• Meet all reporting deadlines.
• Comply with company policies, procedures, and relevant legislation.
• Contribute to continuous improvement of administrative processes.
• Demonstrate professionalism, integrity, and a commitment to excellent internal customer service.