Administrative Associate

Direc Business Technologies, Inc.; Quezon City; On-site; PHP 360,000 - 540,000; Full time

Job summary

Direc Business Technologies, Inc. in Manila, Philippines, is seeking an Administrative Associate to be the service-driven frontliner of our Administration team.

You will coordinate day-to-day office operations, greet clients, prepare meeting rooms, and maintain a welcoming workplace that helps colleagues stay productive. Key duties include managing petty cash, tracking assets, coordinating vendor bookings, and supporting events and records with accuracy.

Qualifications

• Bachelor's degree in Office Administration, Business Administration, or a related field.
• At least 1 year of experience in administrative, office support, or facilities work; fresh graduates welcome.
• Experience handling petty cash, inventory, or vendor coordination is an advantage.

Responsibilities

• Greet clients and manage front office operations, ensuring a welcoming environment.
• Coordinate meeting rooms, refreshments, materials, and travel logistics.
• Manage petty cash, asset registry, and offboarding asset retrieval.
• Maintain organized records, filing systems, and ensure data privacy compliance.

Skills

Integrity and accountability

Service orientation

Organization and attention to detail

Initiative and problem solving

Clear communication in English and FIL

Multitasking

MS Office

Google Workspace

Lark

Education

Bachelor's degree in Office Administration, Business Administration, or related field

Tools

MS Office

Google Workspace

Lark

Job description

The Administrative Associate is the service-driven frontliner of Direc's Administration team. This role coordinates day-to-day office operations, manages company assets, supplies, and petty cash with integrity and accountability, and maintains a safe, organized, and welcoming workplace so team members can stay focused on delivering for stakeholders.

Key Responsibilities

• Guest and Front Office Experience
• Greet and assist clients, partners, applicants, and other guests, making sure their needs are met from arrival to departure.
• Prepare meeting rooms, refreshments, and materials ahead of scheduled visits.
• Maintain a visitor log and observe office security and access protocols.
• Meeting, Event, and Travel Logistics
• Coordinate and book meals, venues, and accommodations for team members and guests, matching headcount, schedule, budget, and dietary needs.
• Canvass and compare supplier quotes to secure cost-efficient arrangements, and confirm all bookings in advance.
• Support the planning, setup, and teardown of meetings and office events (such as TGIF sessions and company activities), including the equipment, materials, and resources needed.
• Asset Management
• Issue and retrieve company assets (laptops, peripherals, IDs, keys, and similar items) during onboarding, internal transfers, and offboarding.
• Maintain an accurate asset registry with signed accountability forms for every assignment and return.
• Support offboarding clearance by confirming that all assigned assets are returned.
• Office Equipment Maintenance
• Monitor the condition of office equipment and arrange timely repairs to minimize downtime.
• Schedule preventive maintenance with service providers.
• Track service contracts and warranties, and flag renewals or expirations to management ahead of time.
• Facilities Management and Office Cleanliness
• Coordinate with cleaning staff, building administration, and external vendors for common areas, restrooms, and workspaces.
• Conduct regular facility inspections using a checklist, and report safety hazards or needed repairs promptly.
• Keep emergency and safety supplies (first aid kit, fire extinguishers, emergency contacts) available and up to date.
• Petty Cash Management
• Manage the petty cash fund in line with company policy, making sure purchases are for valid office-related expenses and within budget.
• Secure official receipts and supporting documents for every transaction.
• Record all transactions, reconcile balances regularly, and prepare replenishment requests for Finance.
• Report discrepancies or irregularities to management immediately.
• Records and General Office Support
• Perform clerical tasks such as photocopying, scanning, filing, and document distribution.
• Maintain organized and up-to-date physical and digital filing systems for easy retrieval of office records.
• Handle documents in line with the Data Privacy Act of 2012 and company confidentiality standards.
• Act as runner for urgent tasks, such as delivering documents or supplies to different departments and, when needed, authorized external errands.
• Process Improvement
• Recommend practical improvements to administrative processes, forms, and trackers to make support faster and more transparent.
• Use company systems (such as Lark) to log requests, track inventory, and keep records accessible to the team.

Minimum Qualifications

Education and Experience

• Bachelor's degree in Office Administration, Business Administration, or a related field.
• At least 1 year of experience in administrative, office support, or facilities work. Fresh graduates with strong organizational skills are welcome to apply.
• Experience handling petty cash, inventory, or vendor coordination is an advantage.

Skills And Competencies

• Integrity and accountability in handling company funds, assets, and confidential records.
• Service orientation, with a warm and professional approach to team members and guests.
• Organization and attention to detail in records, inventory, and reconciliations.
• Initiative and resourcefulness in solving day-to-day office issues without waiting to be asked.
• Clear communication in English and Filipino, verbal and written.
• Multitasking across competing requests while meeting timelines.
• Proficiency in MS Office or Google Workspace; familiarity with Lark is a plus.