Administrative Assistant

A. Hartrodt Philippines, Inc.; Makati; On-site; PHP 201,000 - 335,000; Full time

Job summary

A. Hartrodt Philippines, Inc. is seeking an organized administrator to support multiple functions including reporting, filing, procurement, and maintenance.

The role requires coordinating with Accounting, Insurance, and government agencies to ensure timely and compliant operations. The successful candidate will handle office supplies, expense reporting, purchase orders, and insurance documentation, while maintaining accurate records and supporting vehicle and facility management activities in a

Responsibilities

• Assist in the preparation of regularly scheduled reports
• Develop and maintain a filing system
• Coordinate office procedures and generates reports
• Forward administrative invoices by forwarding them to Accounting for payment processing, maintaining records and copies for filing purposes, as needed. (e.g., vehicle preventive maintenance services, insurance premiums, professional fees, and other operational expenses)
• Order office supplies including toners for printers and copiers
• Source and procure approved request from employees or operational requirements
• Submit and reconcile expense reports
• Prepare PO’s and monitor invoices
• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Maintain and update the insurance monitoring log for company vehicle and property policies
• Assist in requesting and follow up insurance renewal quotations at least 30 days before expiry
• Ensure filing and documentation of insurances
• Maintain a vehicle monitoring sheet
• Ensure proper filing of all supporting documents, including approved quotations and service reports, in designated folders.
• Act as link between the Internal Office and the varied government agencies for filing of applications, certifications and accreditations:
• Processing client accreditation requests by coordinating with requesting departments
• Coordinate with internal departments and clients to obtain missing requirements and ensure timely completion of accreditation requests.
• Assist immediate head for government agencies compliance report

Job description

MAIN TASKS:

Administrative

• Assist in the preparation of regularly scheduled reports
• Develop and maintain a filing system
• Coordinate office procedures and generates reports
• Forward administrative invoices by forwarding them to Accounting for payment processing, maintaining records and copies for filing purposes, as needed. (e.g., vehicle preventive maintenance services, insurance premiums, professional fees, and other operational expenses)

Procurements and Inventories

• Order office supplies including toners for printers and copiers
• Source and procure approved request from employees or operational requirements
• Submit and reconcile expense reports
• Prepare PO’s and monitor invoices

Maintenance

• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.

Insurance

• Maintain and update the insurance monitoring log for company vehicle and property policies
• Assist in requesting and follow up insurance renewal quotations at least 30 days before expiry
• Ensure filing and documentation of insurances

Company Vehicle PM

• Maintain a vehicle monitoring sheet
• Ensure proper filing of all supporting documents, including approved quotations and service reports, in designated folders.

Compliance

Act as link between the Internal Office and the varied government agencies for filing of applications, certifications and accreditations:

Clients Accreditation Requirements:

• Processing client accreditation requests by coordinating with requesting departments
• Coordinate with internal departments and clients to obtain missing requirements and ensure timely completion of accreditation requests.
• Assist immediate head for government agencies compliance report