Administrative Specialist/Assistant

Pacific Instyle Hospitality Corporation; Manila; On-site; PHP 223,000 - 290,000; Full time

Benefits offered by this job

Life Insurance

Health Maintenance Organization (HMO)

Job Training

Office Parties

Job summary

A hospitality company located in Manila is seeking an Admin Associate to support the Managing Director and ensure effective coordination across departments. This full-time role includes responsibilities like managing documents, supporting onboarding of new employees, and maintaining compliance with company policies. The ideal candidate should possess a bachelor's degree and strong administrative skills. Competitive benefits include life insurance and health wellness cover.

Qualifications

• Bachelor's degree required.
• Experience in administrative roles preferred.
• Strong organizational skills necessary.

Responsibilities

• Provide administrative support to the Managing Director.
• Assist in drafting and updating policies.
• Coordinate onboarding for new employees.
• Manage GDrive reports and folders.
• Monitor timely submission of reports.
• Ensure data security, proper filing, and controlled access to sensitive records.

Skills

Administrative support

Coordination

Communication

Document management

Education

Bachelor's degree

Tools

Google Drive

Job description

On-site - Manila No Exp Required Bachelor Full-time

Job Description

Employee Recognition and Rewards

Government Mandated Benefits

Insurance Health & Wellness

Life Insurance, HMO

Others

Office Parties

Professional Development

Job Training

The Admin Associate provides administrative, coordination, and monitoring support to the Managing Director and the business unit. The role ensures that instructions are properly followed, reports are monitored, records are secured, and coordination across departments is efficient. The Admin Associate supports process documentation, onboarding, system access, compliance, and client communication.

PRIMARY DUTIES AND RESPONSIBILITIES

Administrative & Executive Support

• Assist the Managing Director in organizing, monitoring, and coordinating assigned administrative tasks.
• Ensure that instructions and directives from the Managing Director are properly communicated and followed up with concerned departments.
• Monitor reports and consolidate concerns for proper escalation to the Managing Director.
• Serve as a coordinator between department employees and the Managing Director.
• Assist during department meetings by preparing documents, recording minutes, and monitoring action items.
• Support tasks delegated by the Managing Director and provide regular status updates.

Business Process Support

• Assist in drafting, documenting, and updating policies and procedures to improve organization and internal control of the business unit.
• Creating and maintaining forms
• Assisting in digitization of manual processes
• Coordinate with the Business Process team to support improvements within the business unit.
• Assist in setting up and maintaining GDrive reports and folders for the business unit.

Onboarding Support

• Assist the Human Resources Department in onboarding new employees assigned to the business unit.
• Provide GDrive access and orientation on file structure and reporting requirements.

System Access Coordination

• Assist in coordinating system access requests for business unit employees based on approved roles and responsibilities.
• Maintain records of system access granted to employees.

Data Security & Records Management

• Manage and maintain the business unit’s GDrive, ensuring files are accurate, updated, and properly organized.
• Conduct regular (weekly) checks to ensure files are secured and access permissions are properly controlled.
• Ensure all reports and documents are properly filed in the designated data room.
• Ensuring access is limited to authorized personnel
• Keeping documents properly labeled, secured, and organized
• Safekeep important documents and assist in monitoring sensitive records and items.

Compliance & Reporting

• Monitor timely submission of required reports from departments.
• Review reports for completeness and compliance with company policies and procedures prior to submission.
• Prepare and submit a weekly administrative report to the Managing Director.

Client Communication

• Receive and coordinate client concerns.
• Resolve concerns within scope or escalate to the appropriate person within 24 hours.
• Ensure proper documentation and follow-up of all client-related concerns.

Working Location

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• or other illegal situations.

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