Administrative Assistant/Receptionist Mabalacat City, Philippines · On-site

Arcadia Power, Inc.; Mabalacat; On-site; PHP 201,000 - 312,000; Full time

Job summary

Arcadia Power, Inc. is seeking an Administrative Assistant/Receptionist to organize and manage daily office operations in Mabalacat, Pampanga. The role involves clerical tasks, scheduling, invoice preparation, and liaising with LGU permits, ensuring professional interactions with stakeholders and visitors.

You will support staff across departments, handle inquiries, manage supplies, and oversee vendor coordination to maintain a tidy, compliant office environment onsite.

Qualifications

• Bachelor’s degree in business administration, HRM or related field, or equivalent experience.
• At least 2 years of relevant professional experience in a corporate environment.
• Strong time management and attention to detail; customer service oriented and able to multi-task.

Responsibilities

• Provide administrative support to ensure efficient operation of the office.
• Communicate effectively via phone and email; complete duties with high quality and timeliness.
• Manage office and pantry supplies, restrooms consumables, and other stocks.
• Handle administrative requests and queries from stakeholders.
• ProcessLGU permits renewal and prepare invoices for payment; reconcile expenses monthly.
• Coordinate with vendors for maintenance, disinfection, and pest control schedules.

Skills

Time management

Attention to detail

Customer service

Multi-tasking

Education

Bachelor's degree in business administration or HRM or related

Job description

Arcadia is the AI-powered energy intelligence platform for businesses. We replace fragmented tools and manual workflows with one platform to pay utility bills, buy energy, and advance sustainability — across every location, at enterprise scale.

Trusted by Fortune 2000 companies, Arcadia combines unified data, AI-powered analytics, and expert advisory to help enterprise teams save money, mitigate risk, and cut carbon .

We deliver this through three comprehensive solutions:

• Utility Bill Management: Automating the entire utility bill lifecycle — from data capture and validation to payment processing and auditing.
• Energy Procurement Advisory : Bringing together comprehensive data, AI-powered analytics, market expertise, and a strong partner network to make sophisticated procurement options accessible to all. .
• Sustainability Reporting — Verified emissions data with seamless integration into leading sustainability platforms.

Tackling the world's most complex energy challenges requires diverse thinking. We're building teams of people from different backgrounds, industries, and disciplines — united by a belief that energy management should be simple, intelligent, and a genuine driver of business value.

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.

Onsite in Mabalacat, Pampanga

What you'll do:

• 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.

What will help you succeed:

Must-haves:

• 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:

• Time management and attention to detail.
• Customer service oriented, and multi-tasking.