Administrative Operations Specialist

LLAM Trading; Quezon City; On-site; PHP 223,000 - 335,000; Full time

Job summary

LLAM Trading in the Philippines is seeking an organized Office & Administrative Assistant to support daily operations, document control, and coordination between Sales, Logistics, Finance, and healthcare clients.

The role focuses on maintaining filing systems, processing documents, managing office supplies, and ensuring accurate, timely handling of orders and deliveries, while upholding confidentiality and compliance.

Qualifications

• Maintain organized filing systems for POs, compliance documents, contracts, and delivery records.
• Process incoming and outgoing documents and mail; track statuses.
• Manage office supplies inventory and stock levels to avoid shortages.
• Coordinate with internal teams and suppliers; follow up on pending items.
• Assist with processing POs, delivery receipts, and supporting documents; verify completeness.
• Reconcile petty cash and file invoices for Finance review.
• Prepare routine data updates, status trackers, and simple reports.

Responsibilities

• Maintain filing systems for POs, compliance documents, contracts, delivery records, and client correspondence.
• Process incoming and outgoing documents and mail; track statuses.
• Manage office supplies inventory; place orders and monitor stock levels to avoid shortages.
• Coordinate with Sales, Logistics, Finance, and suppliers; track orders and flag delays.
• Assist with processing POs, delivery receipts, and supporting documents; verify completeness.
• Reconcile petty cash and file invoices for Finance review.
• Prepare routine status trackers and simple management reports.
• Coordinate with couriers for timely dispatch of documents and equipment.
• Follow up on approvals, signatures, and outstanding requirements.
• Uphold confidentiality and comply with company policies and safety standards.

Skills

Office administration

Communication

Coordination

Job description

LLAM Trading in the Philippines is seeking an organized Office & Administrative Assistant to support daily operations, document control, and coordination between Sales, Logistics, Finance, and healthcare clients.

The role focuses on maintaining filing systems, processing documents, managing office supplies, and ensuring accurate, timely handling of orders and deliveries, while upholding confidentiality and compliance.