Administrative Assistant: Records & Documents Specialist

Private Advertiser; San Juan; On-site; PHP 201,000 - 268,000; Full time

Job summary

Private Advertiser seeks an organized administrative assistant to manage office files, records, and documentation systems. The role involves sorting mail, preparing communications, and coordinating pickups and deliveries for engineering projects.

The ideal candidate will ensure accuracy of engineering documents, maintain IMS-compliant filing databases, and support management with reports and digitization tasks. Strong time management and teamwork are essential.

Qualifications

• Degree from college is required.
• Excellent computer skills are required.
• Ability to work independently and collaboratively.
• Good time management and organizational skills.
• Ability to meet strict deadlines.

Responsibilities

• Organize, manage, and maitain office files, records, and documentation systems
• Sort and distribute daily mail and correspondence
• Prepare and send out bills, letters, and other office communications
• Arrange pickups, deliveries, and routing of packages and documents
• Ensure the completeness and correctness of Engineering construction documents
• Maintain an effective document and filing database system in accordance with IMS standards
• Receive, secure, scan, log, file, and route Engineering construction project records and documents
• Review, assess, route, and monitor correspondence and follow-up action items
• Gather data and prepare administrative and project-related reports
• Perform document handling, records management, and digitization activities
• Complete assignments and projects according to instructions from supervisors
• Perform other administrative and support tasks as may be assigned by management

Skills

Excellent computer skills

Independent work

Collaborative work

Time management

Organizational skills

Deadline management

Education

College degree

Job description

Private Advertiser seeks an organized administrative assistant to manage office files, records, and documentation systems. The role involves sorting mail, preparing communications, and coordinating pickups and deliveries for engineering projects.

The ideal candidate will ensure accuracy of engineering documents, maintain IMS-compliant filing databases, and support management with reports and digitization tasks. Strong time management and teamwork are essential.