Administrative Assistant

SP Situation Publishing; Philippines; On-site; PHP 223,000 - 402,000; Full time

Job summary

SP Situation Publishing is seeking an Administrative Assistant to provide day-to-day administrative and clerical support, ensuring smooth office operations.

The role involves maintaining records, supporting HR tasks, coordinating logistics, and assisting with reports and documents. Candidates should be organized, detail-oriented, proactive, and able to handle confidential information in a fast-paced environment.

Qualifications

• Bachelor's degree in Business Administration, Office Administration, HR or related field preferred.
• At least 3 years of experience in administrative, clerical, office support or HR support.
• Proficient with Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Strong organizational and documentation skills with high attention to detail.

Responsibilities

• Provide day-to-day administrative and clerical support to ensure smooth office operations.
• Maintain accurate physical and electronic filing systems and records.
• Support HR administrative activities and onboarding/offboarding processes.
• Coordinate office logistics, supplies, and facilities; liaise with vendors as needed.
• Assist with reports, forms, letters, and other business documents.

Skills

Microsoft Office

Organizational skills

Documentation

Communication

Education

Bachelor's degree in Business Administration or related

Tools

Microsoft Office

Job description

About the Role

The Administrative Assistant provides day-to-day administrative and clerical support to ensure the smooth and efficient operation of the office. This role is responsible for maintaining organized records, supporting office operations, assisting with HR administrative activities, and coordinating office logistics. The ideal candidate is organized, detail-oriented, proactive, and able to manage multiple tasks while maintaining confidentiality and professionalism.

Key Responsibilities

Administrative & Clerical Support

• Perform general administrative and clerical tasks, including filing, scanning, photocopying, printing, and organizing documents.
• Maintain accurate and organized physical and electronic filing systems.
• Prepare reports, forms, letters, and other business documents.
• Encode, update, and maintain company records, databases, and spreadsheets.
• Monitor office supplies and coordinate replenishment when necessary.

Office Administration

• Monitor and record office-related expenses and maintain proper supporting documentation.
• Coordinate courier services for incoming and outgoing documents and packages.
• Ensure meeting rooms, workstations, and common office areas are organized and ready for daily operations.
• Report office maintenance concerns and coordinate with vendors or building management as needed.
• Monitor office equipment and report repair or replacement requirements.
• Provide administrative and logistical support, in coordination with the HR team, during employee engagement activities, company events, training sessions, and internal programs.

Records & Document Management

• Maintain employee files and company records in accordance with company policies and confidentiality requirements.
• Organize, archive, and track company documents to ensure accuracy and accessibility.
• Assist in compiling information and preparing reports.
• Monitor document submissions, approvals, and renewal schedules.

Office Coordination

• Coordinate meeting room reservations and assist with meeting arrangements.
• Provide administrative support to various departments as needed.
• Perform other administrative duties related to the role as assigned by the immediate supervisor.

HR Administrative Support

Working closely with the HR team, the Administrative Assistant will:

• Prepare HR-related documents, letters, notices, and employee records.
• Organize and verify employee documents, including medical certificates and other supporting requirements.
• Assist with onboarding by preparing documents and coordinating pre-employment requirements.
• Support offboarding by preparing clearance documents and updating employee records.
• Provide clerical assistance for HR projects and initiatives when assigned.

What we are looking for:

• Bachelor's degree in Business Administration, Office Administration, Human Resource Management, or a related field is preferred.
• At least 3 years of experience in administrative, clerical, office support, or HR support is preferred.
• Proficient in Microsoft Office applications (Word, Excel, Outlook, and PowerPoint).
• Strong organizational and documentation skills.
• Excellent attention to detail and accuracy.
• Good written and verbal communication skills.
• Ability to handle confidential information with discretion.
• Able to prioritize tasks and work effectively in a fast-paced environment.
• Amenable to working a shifting schedule, onsite, and during public holidays