Administrative Assistant

SolX Technologies, Inc; Makati; On-site; PHP 223,000 - 290,000; Full time

Benefits offered by this job

Additional leave

Company events

Flexible schedule

Opportunities for promotion

Paid training

Promotion to permanent employee

Work from home

Job summary

SolX Technologies, Inc. is seeking a Clerical/Documentation and Office Upkeep role to manage building registrations, permits, and certifications, and to handle file maintenance for both physical and digital records.

The position also covers pantry oversight, supply management, and coordination with janitorial staff and vendors to ensure a clean, well-stocked workspace. A path to promotion and paid training are part of the benefits.

Responsibilities

• Process and maintain building-related registrations, permits, and certifications (e.g., business permits, occupancy permits, fire safety certificates)
• File and track job orders for repairs and maintenance (aircon, plumbing, electrical, etc.), following up with vendors/contractors until completion
• Prepare and file periodic office management reports (maintenance logs, incident reports, inventory summaries)
• Maintain organized records/files (physical and digital) of all building-related documents
• Liaise with building management, landlords, or external service providers as needed
• Coordinate with the finance team on non-financial documentation related to facility matters (Note: this role handles non-financial documentation only; billing, budgeting, and payments remain with Finance)
• Ensure the pantry is consistently stocked (coffee, snacks, condiments, utensils, etc.)
• Monitor and replenish drinking water supply
• Coordinate regular trash disposal and cleanliness of common areas
• Manage office supplies inventory (stationery, printer supplies, cleaning materials) and reorder as needed
• Coordinate with janitorial/maintenance staff or third-party vendors for upkeep tasks
• Conduct routine walkthroughs to spot and report issues (leaks, broken fixtures, low supplies, etc.)
• Assist with light event/meeting setup logistics as needed (refreshments, room prep)

Job description

Clerical / Documentation

• Process and maintain building-related registrations, permits, and certifications (e.g., business permits, occupancy permits, fire safety certificates)
• File and track job orders for repairs and maintenance (aircon, plumbing, electrical, etc.), following up with vendors/contractors until completion
• Prepare and file periodic office management reports (maintenance logs, incident reports, inventory summaries)
• Maintain organized records/files (physical and digital) of all building-related documents
• Liaise with building management, landlords, or external service providers as needed
• Coordinate with the finance team on non-financial documentation related to facility matters (Note: this role handles non-financial documentation only; billing, budgeting, and payments remain with Finance)

Logistical / Office Upkeep

• Ensure the pantry is consistently stocked (coffee, snacks, condiments, utensils, etc.)
• Monitor and replenish drinking water supply
• Coordinate regular trash disposal and cleanliness of common areas
• Manage office supplies inventory (stationery, printer supplies, cleaning materials) and reorder as needed
• Coordinate with janitorial/maintenance staff or third-party vendors for upkeep tasks
• Conduct routine walkthroughs to spot and report issues (leaks, broken fixtures, low supplies, etc.)
• Assist with light event/meeting setup logistics as needed (refreshments, room prep)

Benefits:

• Additional leave
• Company events
• Flexible schedule
• Opportunities for promotion
• Paid training
• Promotion to permanent employee
• Work from home