Administrative Assistant

LLAM Trading; Quezon City; On-site; PHP 223,000 - 335,000; Full time

Job summary

LLAM Trading in the Philippines is seeking an organized Office & Administrative Assistant to support daily operations, document control, and coordination between Sales, Logistics, Finance, and healthcare clients.

The role focuses on maintaining filing systems, processing documents, managing office supplies, and ensuring accurate, timely handling of orders and deliveries, while upholding confidentiality and compliance.

Qualifications

• Maintain organized filing systems for POs, compliance documents, contracts, and delivery records.
• Process incoming and outgoing documents and mail; track statuses.
• Manage office supplies inventory and stock levels to avoid shortages.
• Coordinate with internal teams and suppliers; follow up on pending items.
• Assist with processing POs, delivery receipts, and supporting documents; verify completeness.
• Reconcile petty cash and file invoices for Finance review.
• Prepare routine data updates, status trackers, and simple reports.

Responsibilities

• Maintain filing systems for POs, compliance documents, contracts, delivery records, and client correspondence.
• Process incoming and outgoing documents and mail; track statuses.
• Manage office supplies inventory; place orders and monitor stock levels to avoid shortages.
• Coordinate with Sales, Logistics, Finance, and suppliers; track orders and flag delays.
• Assist with processing POs, delivery receipts, and supporting documents; verify completeness.
• Reconcile petty cash and file invoices for Finance review.
• Prepare routine status trackers and simple management reports.
• Coordinate with couriers for timely dispatch of documents and equipment.
• Follow up on approvals, signatures, and outstanding requirements.
• Uphold confidentiality and comply with company policies and safety standards.

Skills

Office administration

Communication

Coordination

Job description

1. Office & Document Management

• Maintain organized physical and digital filing systems for purchase orders, compliance documents, contracts, delivery records, and client correspondence.
• Process incoming and outgoing documents, parcels, and mail; track statuses and follow up on pending items.
• Manage office supplies inventory; place orders, receive deliveries, and monitor stock levels to avoid shortages.

2. Communication & Coordination

• Serve as a liaison between internal teams (Sales, Logistics, Finance), healthcare clients, and equipment suppliers.
• Track order statuses, delivery schedules, and basic compliance requirements; flag delays or issues to relevant teams.

3. Operational & Administrative Support

• Assist with processing purchase orders, delivery receipts, and supporting documents; verify completeness before forwarding.
• Help reconcile petty cash, process reimbursements, and file invoices/receipts for Finance review.
• Compile routine data updates, status trackers, and simple reports for management.
• Coordinate with couriers and logistics partners to ensure timely, accurate dispatch and delivery of documents and equipment-related items.
• Follow up on pending approvals, signatures, and outstanding requirements from internal and external parties.

4. General Duties

• Uphold strict confidentiality of client data, pricing, contracts, and company information.
• Adhere to company policies, safety standards, and compliance guidelines.