Administrative Officer

Satellite Office; Pasig; On-site; PHP 223,000 - 357,000; Full time

Job summary

Satellite Office in Metro Manila is seeking an Administration Officer to provide ad-hoc administrative support to the General Manager and Operations Manager. The role collaborates with the Scheduler to coordinate daily operations, ensuring work requests, scheduling, administration and client requirements are managed accurately and efficiently.

Key duties include allocating work, maintaining portals, verifying timesheets, reviewing client feedback, and managing documents, invoices and data.

Qualifications

• Experience in construction or maintenance would be highly advantageous.
• Coordination/scheduling experience (preferably within building/maintenance environment).
• Experience using a variety of computer software packages including MS Office.

Responsibilities

• Allocate work requests to the appropriate office, based on location, resource availability and operational requirements.
• Ensure maintenance portals are up to date on a daily basis.
• Review and verify timesheets against scheduled works and vehicle GPS records to ensure accuracy, compliance and appropriate time allocation.
• Monitor and review client feedback to identify service issues, trends and opportunities for continuous improvement.
• Produce correspondence and documents, maintain presentations, records, spreadsheets and databases.
• Assist with maintaining, processing and recording of invoices, letters, data etc.
• Maintain a clean and safe workspace, and abide by workplace health and safety policies and procedures.
• Perform general administrative duties as requested.
• Actively support and participate the implementation of the Integrated Management System.

Skills

Clear communication

Customer service

Interpersonal skills

Tools

MS Office

Simpro

Job description

Job Description:

Scope of position

The Administration Officer provides ad-hoc administrative support as directed by the General Manager and Operations Manager. The position works closely with the Scheduler to support the effective coordination of daily operations, ensuring work requests, scheduling, administration and client requirements are managed accurately and efficiently.

Key duties and responsibilities

• Allocate work requests to the appropriate office, based on the location, resource availability and operational requirements.
• Ensure maintenance portals are up to date on a daily basis
• Review and verify timesheets against scheduled works and vehicle GPS records to ensure accuracy, compliance and appropriate time allocation.
• Monitor and review client feedback to identify service issues, trends and opportunities for continuous improvement.
• Produce correspondence and documents, maintain presentations, records, spreadsheets and databases
• Assist with maintaining, processing and recording of invoices, letters, data etc
• Maintain a clean and safe workspace, and abide by workplace health and safety policies and procedures
• Perform general administrative duties as requested
• Actively support and participate the implementation of the Integrated Management System

HSEQ Responsibilities

• Take reasonable care for their own safety and health and for the safety and health of other personnel at the workplace.
• Comply with the company’s safe working policies, procedures and environmental procedures.
• Report hazards, potential hazards, incidents, injuries, accidents and near misses that occur during the course of work.
• Where applicable, identify potential high-risk work in Simpro and allocate relevant safety tags, such as Job - High Risk - SWMS required or Job - Dial Before You Dig.
• Where applicable, support subcontractor compliance in the subcontractor register and/or Simpro, including licences, council approvals, safety documentation, before/after photos, invoices and toolbox records.

Skills and experience:

• Experience in construction or maintenance would be highly advantageous
• Coordination/scheduling experience (preferably within building/maintenance environment)
• Experience using a variety of computer software packages including MS Office

Personal attributes:

• Clear communication Interpersonal skills
• Exceptional phone manner
• Excellent customer service skills
• Demonstrated commitment to providing quality service and work
• Be willing to undergo a Police Check
• Trustworthy and demonstrates strong integrity