Administrative Specialist/Assistant

Civie Heavy Equipment Resource Inc; Cebu City; On-site; PHP 223,200 - 334,800; Full time

Job summary

Civie Heavy Equipment Resource Inc in Cebu City is looking for a detail-oriented Administrative Assistant to provide essential administrative support in our heavy equipment rental business. Responsibilities include customer service, rental processing, scheduling, inventory management, and accounting support. The ideal candidate should have completed studies in Accountancy, possess excellent teamwork skills, and have prior experience in administrative or clerical roles. This position requires strong organizational skills and attention to detail.

Qualifications

• Able to manage administrative and coordination tasks with a meticulous eye for detail.
• Capable of working within deadlines and exhibiting organizational skills.
• Prior experience in clerical tasks, data encoding, finance, HR, or accounting.

Responsibilities

• Respond to customer inquiries via phone, email, and in-person.
• Assist in the preparation and processing of rental agreements.
• Coordinate equipment reservations and schedule delivery times.
• Maintain accurate records of equipment availability and condition.
• Support the accounting department with invoicing and payment processing.
• Maintain an organized workspace and filing systems.
• Generate reports related to rentals and customer feedback.
• Work closely with the operations team for efficient service delivery.

Skills

Customer Service

Attention to Detail

Administrative Skills

Teamwork

Education

Completed studies in Accountancy or Finance-related course

Job description

Job Description

We are seeking a detail-oriented and organized Administrative Assistant to join our team. In this role, you will provide essential administrative support to ensure the smooth operation of our heavy equipment rental business. You will be responsible for managing daily office tasks, assisting with customer inquiries, and maintaining accurate records.

Key Responsibilities

• Customer Service: Respond to customer inquiries via phone, email, and in-person; provide information about equipment availability, rental terms, and pricing.
• Rental Processing: Assist in the preparation and processing of rental agreements, ensuring all documentation is complete and accurate.
• Scheduling: Coordinate equipment reservations and schedule delivery and pick-up times with customers and drivers.
• Inventory Management: Maintain accurate records of equipment availability, location, and condition; assist in inventory audits.
• Accounts Management: Support the accounting department with invoicing, payment processing, and maintaining customer account records.
• Office Organization: Maintain an organized workspace, including filing systems, office supplies, and equipment maintenance logs.
• Reporting: Assist in generating reports related to rentals, sales, and customer feedback for management review.
• Collaboration: Work closely with the operations team to ensure timely and efficient service delivery.

Qualifications

• Completed studies in Accountancy, Management Accounting, or another Finance-related course.
• Capable of managing administrative and coordination tasks.
• Meticulous eye for detail, able to work within deadlines, and exhibits organizational and systematic work habits.
• Excellent teamwork skills.
• Prior experience in administrative or clerical tasks, data encoding, finance, HR, or accounting-related roles.

Working Location

Civie Heavy Equipment Resources Incorporated, Cebu, Philippines