Administrative Assistant/Receptionist

Arcadia; Philippines; On-site; PHP 223,000 - 335,000; Full time

Job summary

Arcadia is seeking an Administrative Assistant/Receptionist to organize and run the Mabalacat office. Nightshift, Monday to Friday, 9 PM to 6 AM. Onsite in Mabalacat, Pampanga.

You will handle clerical tasks, liaise on LGU permits, and support staff with professional communication and efficient processes. The role demands a bachelor’s degree in business or HR, plus at least 2 years of relevant experience. Proficiency in MS Office and Google Suite is required, with strong time management and

Qualifications

• Bachelor’s degree in business administration or HRM or equivalent.
• At least 2 years in a corporate/shared services environment.

Responsibilities

• Provide administrative support to ensure efficient operation of the office.
• Communicate via phone and email, completing duties accurately and timely.
• Manage office and pantry supplies and inventory.
• Handle administrative requests from stakeholders.
• Process LGU renewal of permits.
• Coordinate with 3rd party housekeeping for scheduling.
• Ensure pantry staff follow Health & Safety standards.
• Maintain computer and manual filing systems.
• Prepare and monitor invoices for payment.
• Submit and reconcile operational expenses monthly.
• Process work permits/gate passes/access cards.
• Coordinate with vendors for disinfection and pest control.
• Manage department petty cash.
• Greet professionally and manage reception.
• Route received documents to staff promptly.
• Maintain tidiness of the reception area.
• Answer calls and respond to inquiries professionally.
• Willing to take on other tasks as needed.

Skills

MS Office

Google Suite

Time management

Customer service

Multi-tasking

Communication

Teamwork

Education

Bachelor’s degree in business administration

2 years of relevant experience

Tools

Microsoft Office

Google Workspace

Job description

Who We Are

Arcadia is the global utility data and energy solutions platform. With our leading data platform, AI-powered analytics, industry expertise, and expansive partner network, we deliver solutions for every stage of the enterprise energy management lifecycle across carbon, cost, and reliability. Arcadia’s Enterprise Energy Management Solutions are built on a foundational data platform that has been developed for over a decade and scaled across millions of customer facilities. We transform fragmented data and siloed processes into coordinated, enterprise-wide action with comprehensive solutions including:

• Utility Bill Management: Lower utility costs and streamline bill management with automated bill payment, proactive error identification, optimized tariff structures, and budgeting & forecasting.
• Energy Procurement Advisory: Source clean energy through a comprehensive evaluation of supply options - including traditional retail options and onsite and offsite resources — to effectively manage risks, reduce costs, and achieve corporate sustainability goals.
• Sustainability Reporting: Achieve compliance goals and track carbon emissions with standardized energy data and seamless integration with leading sustainability platforms.

Tackling an enterprise client’s most critical energy challenges requires out-of-the-box thinking & diverse perspectives. We’re building a team of individuals from different backgrounds, industries, & educational experiences. If you share our passion for ushering in the era of the clean, cost-effective electrons, we look forward to learning what you would uniquely bring to Arcadia!

What we’re looking for:

Administrative Assistant/Receptionist is responsible for organizing, managing, and keeping an office running. Clerical and organizational tasks like file organizing, and scheduling appointments. Liaise LGU permits, prepare all invoices for payment, assisting other staff members, answer phone calls, run errands whilst maintaining professional composure throughout interactions with stakeholders and visitors.

Schedule: Nightshift M-F, 9 PM TO 6 AM

Onsite in Mabalacat, Pampanga

PRIMARY FUNCTIONS AND ESSENTIAL RESPONSIBILITIES:

• Provide administrative support to ensure efficient operation of the office.
• Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner.
• Manage the supply versus inventory of office and pantry supplies, rest rooms consumables, cleaning materials/chemicals and other stocks.
• Handling administrative requests and queries from the stakeholders.
• Processing of LGU renewal of permits.
• Oversee the daily task and organizing bi-weekly schedule of 3rd party provider (Housekeeping personnel)
• Oversee the operation of pantry concessionaire, securing all their personnel are following the company Health & Safety standard are properly observed.
• Maintain computer and manual filing systems.
• Prepare, monitor all invoices for payment.
• Submit and reconcile operational expenses monthly.
• Processing of work permit/gate pass/access card from the property management of the building.
• Coordinate with vendors for the monthly schedule of disinfection and pest control applications, and other housekeeping related matter.
• Manage/handle the department petty cash.
• Professional and friendly greetings are implemented all the time.
• Taking and ensuring all received documents are given to the appropriate staff member in time.
• Maintaining the tidiness and cleanliness of the reception area.
• Answer incoming phone calls, and respond to their inquiries in a professional manner.
• Willing to accept other job tasks and duties if necessary.

QUALIFICATIONS:

Bachelor’s degree in business administration, HRM or other similar courses, or equivalent experience.

At least 2 years of relevant professional experience in a corporate environment, shared services, or others.

Requirements:

• Proficiency in MS office tools (word, excel, ppt, etc.) or Google Suite tools (Docs, Sheets, Slides, etc)
• Time management and attention to detail.
• Customer service oriented, and multi-tasking.
• Inclination to flexible schedule.

Skills/Abilities:

• Can easily communicate verbally.
• Ability to work well with others.
• Flexible and open to change.
• Ability to work under pressure.
• Minimal supervision.

Thank you