Administrative Specialist/Assistant

SupportFinity™; Metro Manila; On-site; PHP 280,000 - 360,000; Full time

Job summary

YTO EXPRESS Philippines is seeking an Administrative Support specialist to manage day-to-day office operations, maintain records, and perform clerical duties using standard office software.

You will monitor BPLO compliance, oversee asset management, and prepare reports, ensuring audit-ready documentation. Strong organizational and communication skills are essential.

This role requires confidentiality, attention to detail, and the ability to multitask in a fast-paced logistics environment.

Qualifications

• Bachelors degree in Business Administration or related field.
• 1–2 years of admin, logistics, or asset management experience.
• Proficient in Microsoft Office applications.
• Strong knowledge of basic inventory and filing systems.
• Ability to handle confidential information with integrity and discretion.
• Ability to multitask and prioritize effectively.
• Professional demeanor and interpersonal skills.
• Strong organizational, time-management, problem-solving, and record-keeping skills.

Responsibilities

• Manage day-to-day office operations and maintain filing systems.
• Handle correspondence and coordinate with internal departments.
• Monitor BPLO compliance and lease terms; liaise with lessors.
• Oversee asset register, inventory, tagging, and asset movements.
• Submit periodic administrative and asset inventory reports.
• Ensure audit-ready documentation and record-keeping.

Skills

Multitasking

Time management

Organizational skills

Record-keeping

Interpersonal skills

Communication skills

Discretion with confidential info

Education

Bachelor's degree in Business Administration

Tools

Microsoft Office

Job description

Administrative Support

Manage day-to-day office operations, ensuring cleanliness, functionality, and orderliness of the work environment. Maintain and update office records and filing systems, both physical and electronic. Perform general clerical duties including preparation, photocopying, scanning, and filing of documents. Prepare reports, memos, letters, and other documents using word processing, spreadsheet, database, or presentation software. Manage incoming and outgoing correspondence and ensure proper documentation. Coordinate with internal departments and external contacts. Perform other related duties as assigned by the supervisor or management.

BPLO Compliance and Property Coordination

Monitor and manage compliance with local BPLO requirements. Track and maintain awareness of contract of lease terms and deadlines. Communicate and coordinate with lessors regarding leasing concerns. Manage utility applications, usage monitoring, and payment coordination. Oversee ingress/egress activities related to warehouse access and auditing. Coordinate with branches for any warehouse concerns & communicate these to the lessor; visit warehouses (current & potential).

Compliance Monitoring

Ensure all administrative activities comply with organizational policies and procedures. Maintain and organize complete documentation for all transactions to support audit readiness. Identify and report non-compliance issues or gaps in documentation.

Asset Management

Maintain and regularly update the office asset register. Ensure all organizational assets are properly tagged and tracked. Oversee office supplies and consumables, ensuring timely restocking and proper documentation. Conduct periodic physical asset inventories and reconcile results with central inventory records. Document any asset movement, transfer, or disposal in line with established procedures. Coordinate with the Asset Department Manager during periodic reviews or inventory checks. Report any missing, damaged, or misused assets to the Asset Department Manager. Support in the proper labeling and safeguarding of all office equipment. Coordinate with Sorting Center for delivery of assets/supplies to branches.

Reporting and Documentation

Submit periodic administrative and asset inventory reports. Keep logs, forms, and checklists up to date for asset monitoring and compliance tracking. Ensure that all records are properly filed and accessible for internal review or audit.

Job Requirements

• Bachelors degree in Business Administration or a related field.
• Minimum of 1-2 years of relevant work experience in administration, logistics, or asset management.
• Proficient in Microsoft Office applications.
• Strong knowledge of basic inventory and filing systems.
• Ability to handle confidential information with integrity and discretion.
• Ability to multitask and prioritize effectively
• Professional demeanor and interpersonal skills.
• Strong organizational, time-management, problem-solving, and record-keeping skills, with keen attention to detail and integrity in handling documents and assets.
• Excellent written and verbal communication abilities, along with strong coordination and interpersonal skills.
• Professional demeanor and interpersonal skills.

About the company

YTO EXPRESS Philippines