Administrative Assistant (Billing, Asset and Facility Management)

SUNJIN PHILIPPINES CORPORATION; Malvar; On-site; PHP 201,000 - 268,000; Full time

Job summary

SUNJIN PHILIPPINES CORPORATION in Batangas is seeking an organized Administrative Support professional to assist billing, asset management, facility coordination and general office tasks.

You will prepare payment requests, maintain asset records, help coordinate facility improvements, and support management and departments with reports and filing to keep operations running smoothly.

Qualifications

• Duties and responsibilities are described in the job posting.

Responsibilities

• Prepare, review, and process Requests for Payment (RFP) for utilities, suppliers, contractors, and service providers.
• Ensure completeness and accuracy of billing documents, including invoices, delivery receipts, contracts, and supporting approvals.
• Coordinate with Finance/Accounting to ensure timely payment processing and resolve discrepancies in billing documents.
• Monitor due dates of billings to avoid penalties and service interruptions.
• Maintain organized records of processed RFPs for audit and reference purposes.
• Maintain and update the company’s asset registry, including equipment, furniture, and office supplies.
• Track asset issuance, transfers, repairs, and disposals, ensuring proper documentation and approvals.
• Conduct periodic physical inventory of company assets and reconcile records with actual counts.
• Coordinate with departments regarding asset requests, maintenance, and replacement needs.
• Ensure proper tagging, labeling, and safekeeping of company assets.
• Assist in coordinating facility repairs, renovations, and improvement projects.
• Prepare documentation for facility-related requests, including scope of work, quotations, and cost estimates.
• Coordinate with contractors, suppliers, and internal teams for scheduling and completion of facility works.
• Monitor progress of facility improvement activities and report status updates to management.
• Ensure facilities comply with safety, cleanliness, and operational standards.
• Maintain filing systems for administrative, asset, and facility-related documents.
• Prepare reports related to payments, asset inventory, and facility improvements as required.
• Provide general administrative support to management and other departments.
• Perform other administrative tasks as assigned from time to time.

Job description

Duties and Responsibilities

A. Request for Payment (Billing & Disbursement Processing)

• Prepare, review, and process Requests for Payment (RFP) for utilities, suppliers, contractors, and service providers.

• Ensure completeness and accuracy of billing documents, including invoices, delivery receipts, contracts, and supporting approvals.

• Coordinate with Finance/Accounting to ensure timely payment processing and resolve discrepancies in billing documents.

• Monitor due dates of billings to avoid penalties and service interruptions.

• Maintain organized records of processed RFPs for audit and reference purposes.

B. Asset Management

• Maintain and update the company’s asset registry, including equipment, furniture, and office supplies.

• Track asset issuance, transfers, repairs, and disposals, ensuring proper documentation and approvals.

• Conduct periodic physical inventory of company assets and reconcile records with actual counts.

• Coordinate with departments regarding asset requests, maintenance, and replacement needs.

• Ensure proper tagging, labeling, and safekeeping of company assets.

C. Facility Improvement and Maintenance

• Assist in coordinating facility repairs, renovations, and improvement projects.

• Prepare documentation for facility-related requests, including scope of work, quotations, and cost estimates.

• Coordinate with contractors, suppliers, and internal teams for scheduling and completion of facility works.

• Monitor progress of facility improvement activities and report status updates to management.

• Ensure facilities comply with safety, cleanliness, and operational standards.

D. Administrative Support

• Maintain filing systems for administrative, asset, and facility-related documents.

• Prepare reports related to payments, asset inventory, and facility improvements as required.

• Provide general administrative support to management and other departments.

• Perform other administrative tasks as assigned from time to time.