Administrative Assistant for Timekeeping and Keys Management IV

Kalibrr; Quezon City; On-site; PHP 268,000 - 402,000; Full time

Job summary

Ateneo de Manila University is seeking an Administrative Assistant to manage timekeeping, attendance, and keys. The role involves maintaining attendance data for maintenance staff, processing leave records, and ensuring accurate time records and approvals.

The position also covers office equipment and records management, including keys tracking and security-related duties, with additional tasks as assigned by the supervisor. Strong organizational and communication skills are essential.

Qualifications

• Bachelor's degree from a recognized college or university.
• At least 1 year of relevant work experience in administrative, operational, or project-related roles.
• Strong organizational, communication, and interpersonal skills.
• Proficient in Google Workspace and other workplace tools.
• Ability to work independently, manage multiple tasks, and meet deadlines.

Responsibilities

• Processes attendance records and manages attendance data for maintenance staff.
• Maintains office equipment and records; coordinates with Budget and Finance for updates.
• Manages campus keys records, key storage, duplicates, and security-related procedures.
• Performs other duties as assigned by supervisor or authorized representative.
• Ensures accuracy of records and supports timely reporting to HR operations.

Skills

Organizational skills

Communication skills

Interpersonal skills

Google Workspace

Independent / self-motivated

Deadline management

Education

Bachelor's degree

Tools

Google Workspace

Job description

Administrative Assistant for Timekeeping and Keys Management

Posted 2 days ago and deadline of application is on 13 Dec

Recruiter was hiring a day ago

Job Description

Main Duties and Responsibilities:

I. Attendance Processing and Management

• Manages the attendance reports and records of all Maintenance Staff.
• Serves as point-person regarding leave records and reports, and ensures timely response to questions and concerns.
• Receives weekly attendance data extracted from the system.
• Checks for completeness and validates actual entry times with the Heads, and with the security, if needed.
• Verifies missing entries against filed leaves and daily log record.
• Works with the supervisors in implementing changes, if needed.
• Prepares reports and secures signatures/approvals.
• Facilitates the processing and submission of attendance records and leaves to the Total Records Section of the University HR Operations Shared Services Office.
• Updates records of remaining leaves of employees, and sends leave records/balances to employees as needed.
• Receives, consolidates, and monitors Daily Time Records for approved overtime work of assigned employees.
• Coordinates with Supervisors and Heads for concerns
• Checks the accuracy of Daily Time Recordsfor overtime work rendered, and endorses for required signatures and approvals
• Maintains the online attendance tracker for reference of Heads and Group Heads

II. Office Equipment and Records Management

• Maintains inventory records of consolidated office equipment and tools.
• Checks office equipment, tools, and supplies for the unit.
• Coordinates with the Budget and Finance Section for monitoring and updating of records.
• Works with the Purchasing and Inventory Staff of the Budget and Purchasing Section in monitoring assigned equipment and tools to staff.
• Tracks retrieval of tools and equipment, to ensure inventory of office equipment and tools are in order.

III. Keys Management

• Maintains records and safekeeps physical copies of all campus keys.
• Checks and validates each key and label to verify if they are updated.
• Checks and/or places validated keys in the key storage cabinet, to ensure that they are placed in their appropriate slots.
• Receives and reviews forms for requests for duplicates or replacement of door knobs and locks, to ensure that they are duly signed and approved by the unit head
• Coordinates the schedule of replacement of door knobs and locks with the requesting unit and the Post Construction and Building Care Section.
• Prepares requested duplicates of keys, labels them accordingly, and records the work performed for monitoring.
• Receives email requests for borrowing of duplicate keys.
• Verifies validity of request, facilitates the lending and retrieval of the borrowed keys, and documents as needed.
• Ensures the accuracy of key records, by coordinating with the Planning and Design Section for any possible changes concerning relocation of sections, offices, etc.
• Updates records for validated changes.
• Collects copies of keys from the assigned custodian of former occupants, and safekeeps them in the storage cabinet for keys.
• Facilitates the dispensing of keys to designated custodian of new occupants.
• Monitors and ensures that the key storage cabinet is locked and secured at all times.
• Enrolls fingerprints for biometric and keycode security systems in the campus.
• Receives requests for access to areas secured by biometric and keycode security systems, and verifies if the requests are valid and approved.
• Coordinates the enrollment of the new employee in the system.
• Performs the enrollment and documents accordingly.

IV. Performs other duties as may be assigned by the immediate supervisor, or any authorized representative.

Minimum Qualifications

Education and Experience Requirements:

• Graduate of any Bachelor's degree from a recognized college or university.
• At least one (1) year of relevant work experience, preferably in a role involving administrative, operational, or project-related responsibilities.
• Demonstrates strong organizational, communication, and interpersonal skills.
• Proficient in Google Workspace applications and other relevant workplace tools.
• Ability to work independently and collaboratively, manage multiple tasks, and meet deadlines effectively.
• Detail-oriented, adaptable, and committed to maintaining high standards of professionalism and work quality.

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Ateneo de Manila University (Ateneo) is one of the leading universities in the Philippines. More than 150 years in existence, Ateneo has grown into a major Jesuit institution. Officially it became a university in 1959. It offers over 100 academic degree programmes.Ateneo offers Basic Education (Grade School, Junior High School, and Senior High School). In addition, Higher Education (College, Graduate, Continuing Education) is made up of nine schools (Education and Learning Design, Government, Graduate School of Business, Humanities, Management, Science and Engineering, and Social Sciences) located in 3 campuses in Quezon City, Makati City and Pasig City.It has an array of research centres, 11 of which are recognized as Centres of Excellence by the Philippine Commission on Higher Education. In addition to a European Studies Programme, it has a Centre for Asian Studies that fosters comparative research on East and Southeast Asia.Ateneo has 207 partnerships with universities around the world (82 in Europe, 87 in Asia, 11 in Australia and New Zealand, and 27 in North and South America) and is a member of the ASEAN Universities Network and 3 other international university networks. Ateneo’s Rizal Library is the most advanced in the Philippines with over 307,000 titles in its collection and online access to most major academic journals.