Administrative Assistant

SOVA; Philippines; On-site; PHP 180,000 - 240,000; Full time

Job summary

SOVA in the Philippines is seeking an Office Administrator to ensure smooth operations across records, scheduling, and communications. The role provides crucial support to staff, manages reception, and coordinates office needs to keep daily activities efficient.

Ideal candidate holds a bachelor's degree, 3 years in office admin, and OSH certification, with strong written and verbal communication, organization, and ability to learn new systems such as MS Word, Excel, PowerPoint, and SharePoint.

Qualifications

• Bachelor's degree from an accredited university.
• 3 years’ experience in Office Administration.
• Certified Occupational Safety and Health (OSH) Officer I–III.
• Excellent communication & interpersonal skills.
• Strong organizational skills and attention to detail.
• Proficient with MS Word, Excel, PowerPoint and SharePoint.

Responsibilities

• Provide general administrative support to staff and management, including correspondence and scheduling.
• Maintain office supplies and vendor relations.
• Manage records, data entry, and reporting.
• Assist with event planning and team activities.
• Support bookkeeping and billing tasks.
• Manage reception and visitor services.
• Ensure compliance with DOLE and OSH regulations; conduct workplace inspections.
• Investigate incidents to identify root causes.

Skills

Communication

Organization

Time management

Interpersonal skills

Collaboration

Learning new technologies

Education

Bachelor's degree

Tools

MS Word

Excel

PowerPoint

SharePoint

Job description

Job Purpose

The Office Administrator is responsible for ensuring efficient and smooth operation by managing a wide range of administrative tasks, including record-keeping, scheduling, and communication. They provide crucial support to staff, client and act as a central point for various office-related needs.

Duties

• Provides general administrative support to staff and management, including handling correspondence, preparing documents and scheduling meetings
• Ensure the office is well stocked with supplies, maintain equipment and handle vendor relations
• Maintain records and databases, perform data entry, and prepare reports
• Assist with event planning and coordination, including engagement activities and team building activities
• Assist with bookkeeping and billing
• Manage vendor relations, including ordering supplies, office needs etc.
• Provide excellent customer service to visitors and manage the reception area
• Ensure compliance with relevant legislation and regulations, such as those from Department of Labor and Employment (DOLE)
• Conduct workplace inspections to identify potential hazards and risks
• Monitor and ensure compliance with OSH standards and regulations
• Prepare reports on OSH performance and compliance
• Investigate accidents and incidents to determine root causes and prevent recurrence
• Other duties as assigned

Requirements/Skills/Qualifications

• Graduate of a bachelor’s degree from an accredited university or college,
• Proficiency in Office Administration with 3 years’ experience
• Certified Occupational Safety and Health (OSH) Officer I II III
• Excellent communication and interpersonal skills
• Strong organizational skills and attention to detail
• Ability to learn new technologies and processes
• Ability to collaborate effectively with other team members
• Time management is a must, as most of the tasks given are deadline driven
• Working knowledge of MS Word, Excel, PowerPoint, SharePoint etc.

Preferred Skills/Qualifications

• Capable of performing assigned tasks with little supervision
• Experience working in a multitask environment, taking directions from multiple staff