Administrative Assistant – Purchasing & Documentation

Gallantech Medical Device & Laboratory Reagents Trading; Philippines; On-site; PHP 180,000 - 300,000; Full time

Benefits offered by this job

Competitive salary

Government-mandated benefits

Paid leave benefits

Training and career development

Job summary

Gallantech Medical Device & Laboratory Reagents Trading is seeking a highly organized Administrative Assistant to support daily office operations in the Philippines. You will manage invoices, purchasing documents, deliveries, client records, legal files, and meeting documentation.

Ideal candidates have a degree in business administration or related field, with experience in administrative support and familiarity with invoice/PO processing.

Qualifications

• Graduate of Business Administration, Office Administration, Management, or a related course.
• Prior experience as Administrative Assistant or similar role preferred.
• Familiarity with invoice and purchase-order processing is an advantage.
• Proficient in Microsoft Office applications or Google Workspace.
• Strong written and verbal communication skills.

Responsibilities

• Receive, review, organize, and process invoices for approval and payment.
• Prepare, process, and monitor purchase orders.
• Maintain an accurate and updated list of vendors and suppliers.
• Coordinate with vendors, suppliers, and internal teams to ensure timely delivery of orders and purchases.
• Track outstanding orders and follow up on delayed or incomplete deliveries.
• Organize and securely maintain legal documents and files.
• Create, update, and maintain client records (physical and electronic).
• Record accurate meeting minutes, including decisions, action items, assignees, and deadlines.
• Distribute meeting minutes and monitor pending action items.

Skills

Communication skills

Organization skills

Time management

Attention to detail

Education

Bachelor's degree in Business Administration or related field

Tools

Microsoft Office

Google Workspace

Job description

About the role

GALLANTECH is looking for a highly organized and detail-oriented Administrative Assistant to support daily office operations. The successful candidate will manage invoices, purchasing documents, deliveries, client records, legal files, and meeting documentation.

Key responsibilities

• Receive, review, organize, and process invoices for approval and payment
• Prepare, process, and monitor purchase orders
• Maintain an accurate and updated list of vendors and suppliers
• Coordinate with vendors, suppliers, and internal teams to ensure the timely delivery of orders and purchases
• Track outstanding orders and follow up on delayed or incomplete deliveries
• Organize and securely maintain legal documents and files
• Create, update, and maintain physical and electronic client records
• Record accurate meeting minutes, including decisions, action items, assigned persons, and deadlines
• Distribute meeting minutes and monitor pending action items as required
• Handle confidential company, client, legal, and vendor information with discretion

About you

• Graduate of Business Administration, Office Administration, Management, or a related course
• Previous experience as an Administrative Assistant, Office Assistant, Purchasing Assistant, or in a similar role is preferred
• Familiarity with invoice and purchase-order processing is an advantage
• Proficient in Microsoft Office applications or Google Workspace
• Strong written and verbal communication skills
• Excellent organizational, time-management, and record-keeping abilities
• Detail-oriented, dependable, and able to manage multiple tasks and deadlines
• Able to work independently and coordinate professionally with clients, vendors, and colleagues
• Strong attention to detail and accuracy
• Good judgment when handling confidential information

Benefits

• Competitive salary
• Government-mandated benefits
• Paid leave benefits
• Training and career-development opportunities
• Other company-specific benefits

About us

GALLANTECH is a dependable and collaborative team.