Administration Assistant

Airlife International Trading Corporation; Parañaque; On-site; PHP 167,000 - 257,000; Full time

Job summary

Airlife International Trading Corporation in Parañaque, Philippines is seeking an organized Administrative Assistant to support daily office tasks, document handling, and cross‑department coordination. The role includes event planning support, HR paperwork, and maintaining smooth operations across teams.

The candidate will manage meetings, prepare reports, handle inquiries, and ensure timely completion of tasks while maintaining confidentiality of records.

Responsibilities

• Handle daily office tasks and provide general administrative assistance.
• Organize and maintain company files, records, and documents.
• Prepare letters, reports, and other office documents.
• Answer calls, emails, and inquiries, and assist visitors.
• Monitor office supplies and coordinate office maintenance when needed.
• Coordinate with different departments regarding tasks, requests, and company activities.
• Follow up on pending assignments, schedules, and requirements.
• Assist in arranging meetings and appointments.
• Help ensure smooth communication between departments.
• Assist in organizing company events, meetings, seminars, training sessions, and celebrations.
• Arrange venues, suppliers, equipment, materials, and other event requirements.
• Prepare event schedules, programs, and attendance lists.
• Provide support during company events to ensure smooth execution.
• Prepare meeting agendas, attendance sheets, and meeting minutes.
• Assist HR with attendance records, employee files, and onboarding documents.
• Help prepare expense reports, payment requests, and other administrative documents.
• Ensure proper filing and safekeeping of company records and confidential information.
• Coordinate with suppliers, service providers, and building administration.
• Assist management and other departments with special projects and daily operational needs.
• Perform other duties assigned by the supervisor or management.
• Handle urgent tasks and changing priorities while ensuring timely and accurate completion of work.

Job description

Key Responsibilities

1. Administrative Support

• Handle daily office tasks and provide general administrative assistance.
• Organize and maintain company files, records, and documents.
• Prepare letters, reports, and other office documents.
• Answer calls, emails, and inquiries, and assist visitors.
• Monitor office supplies and coordinate office maintenance when needed.

2. Department Coordination

• Coordinate with different departments regarding tasks, requests, and company activities.
• Follow up on pending assignments, schedules, and requirements.
• Assist in arranging meetings and appointments.
• Help ensure smooth communication between departments.

3. Event Planning and Coordination

• Assist in organizing company events, meetings, seminars, training sessions, and celebrations.
• Arrange venues, suppliers, equipment, materials, and other event requirements.
• Prepare event schedules, programs, and attendance lists.
• Provide support during company events to ensure smooth execution.

4. Documentation and HR Assistance

• Prepare meeting agendas, attendance sheets, and meeting minutes.
• Assist HR with attendance records, employee files, and onboarding documents.
• Help prepare expense reports, payment requests, and other administrative documents.
• Ensure proper filing and safekeeping of company records and confidential information.

5. Office and Operational Support

• Coordinate with suppliers, service providers, and building administration.
• Assist management and other departments with special projects and daily operational needs.
• Perform other duties assigned by the supervisor or management.
• Handle urgent tasks and changing priorities while ensuring timely and accurate completion of work.