Administrative Assistant & Records Coordinator

UP Diliman sa; Quezon City; On-site; PHP 300,000 - 420,000; Full time

Job summary

The Department of Geodetic Engineering, College of Engineering, UP Diliman invites applications for an administrative role handling property/inventory, records administration, and logistics within the unit. The successful candidate will support research projects, organize meetings, and coordinate document transmittals with university offices.

Applicants should have at least two years of college studies (or equivalent) and one year of relevant experience, plus training and eligibility as outlined

Qualifications

• Two years of college studies (prior to 2018) or High School Graduate with relevant vocational/trade course (prior to 2018) or Grade 12/Senior High School under Technical-Vocational-Livelihood Track or Grade 10/Junior High School with relevant vocational/trade course (TESDA NC II) (starting 2018)
• With one (1) year of relevant experience
• Four (4) hours of relevant training
• Relevant MC 11 s. 1996/Career Service (Sub-Professional)/First Level Eligibility

Responsibilities

• Property and Inventory Management: Facilitate the physical inventory of unit properties and prepare accountability reports and documentation in accordance with institutional requirements.
• Facility and Vehicle Logistics: Manage facility and vehicle usage, including the coordination of reservations, scheduling, and coordination of routine maintenance.
• Records and Database Administration: In-charge of end-to-end database and records management for unit personnel files (201 files), academic documents (SET, FSR), vehicle records, and the Document Routing System (DRS), ensuring strict confidentiality, accuracy, and compliance with institutional filing standards.
• Research and Development Project Support: Assist in managing database records for research and development projects (administrative, financial, and technical reports) to ensure document completeness and timely submission.
• Event and Administrative Support: Provide logistical support for department meetings, events, trainings, and workshops, including the preparation of official minutes.
• Stakeholder Relations and Helpdesk Support: Manage front‑line communication and customer service support by responding promptly to inquiries via phone, email, and in‑person visits.
• Liaison and Messengerial Services: Deliver liaison and messengerial services to facilitate efficient document transmittals between university offices and external entities.
• General Administrative Support: Perform other related administrative duties as assigned by the Supervisor, Department Chair, or Director

Skills

Inventory management

Record keeping

Administrative support

Customer service

Education

Two years of college studies

High School Graduate with vocational/trade course

Grade 12/Senior High School (Tech-Voc/Livelihood Track)

Grade 10/Junior High (TESDA NC II)

Job description

The Department of Geodetic Engineering, College of Engineering, UP Diliman invites applications for an administrative role handling property/inventory, records administration, and logistics within the unit. The successful candidate will support research projects, organize meetings, and coordinate document transmittals with university offices.

Applicants should have at least two years of college studies (or equivalent) and one year of relevant experience, plus training and eligibility as outlined