Administrative Specialist/Assistant

Sucree Coco and Love, Inc.; Quezon City; On-site; PHP 223,200 - 334,800; Full time

Job summary

A local business in the food and beverage sector is seeking a detail-oriented Administrative Assistant to ensure smooth operations. In this role, you will handle important tasks such as document processing, travel coordination, and financial management. Ideal candidates should have a Bachelor’s degree and experience in administration, along with strong organizational skills. This position is critical to maintaining seamless operations across various departments.

Qualifications

• Bachelor's degree required in a relevant field.
• Proven experience in administrative roles preferred.
• Strong organizational and multitasking skills.

Responsibilities

• Facilitate the application for permits and documentation.
• Manage corporate travel bookings and visa processing.
• Oversee billing processes and manage company expenses.
• Safeguard important contracts and maintain filing systems.
• Provide general administrative support across departments.

Skills

Strong organizational skills

Multitasking ability

Attention to detail

Effective communication

Knowledge of government processes

Education

Bachelor's degree in Business Administration

Bachelor's degree in Office Management

Tools

Microsoft Office Suite

Google Workspace

Job description

Overview

We are seeking a detail-oriented and proactive Administrative Assistant to support the smooth operations of our organization. The successful candidate will be responsible for handling a wide range of administrative tasks, including document processing, coordination with government agencies, financial monitoring, and travel arrangements.

Responsibilities

1. Permit and Documentation Processing

   Facilitate the application and renewal of work permits and gate passes for deliveries, pull-outs, and company activities/events. Ensure timely processing and renewal of government regulatory documents and insurance requirements. Handle the renewal and payment of Real Property Taxes. Coordinate with Local Government Units (LGUs) regarding permit-related concerns.

2. Travel and Accommodation Arrangements

   Manage corporate travel bookings, including flights, hotel accommodations, and transportation. Oversee visa processing and ensure compliance with travel requirements.

3. Billing and Financial Management

   Oversee billing processes for company expenses, including rental fees, telecommunications, utilities, and subscription services. Act as the custodian of the company’s petty cash fund (PCF), ensuring proper control, monitoring, and replenishment. Validate and verify receipts and expense claims before processing.

4. Contract and Document Management

   Safeguard important company contracts, agreements, and regulatory documents. Maintain an organized filing system for easy retrieval and reference.

5. General Administrative Support

   Provide assistance to various departments to ensure seamless daily operations. Process various administrative requests, including but not limited to corporate postpaid plans and mobile phones. Oversee scholarship programs and corporate sponsorships, ensuring that commitments are fulfilled and documentation is maintained. Provide assistance to company donation drives and CSR activities. Track and monitor leased office spaces, ensuring timely renewals and compliance with lease agreements. Perform other administrative tasks as required by management.

Qualifications

• Bachelor's degree in Business Administration, Office Management, or a related field.
• Proven experience in administrative roles, preferably in a corporate setting.
• Strong organizational and multitasking skills with keen attention to detail.
• Proficient in Microsoft Office Suite and Google Workspace.
• Ability to communicate effectively with internal teams and external stakeholders.
• Knowledge of government regulatory processes and documentation requirements is a plus.