Assistant Administrative Staff

QSM Inc.; Mandaue; On-site; PHP 167,000 - 279,000; Full time

Job summary

QSM Inc. in Mandaue City, Cebu is hiring an Assistant Administrative Staff to join our team in a full-time role that underpins office operations.

You will maintain files, schedule meetings, handle correspondence, and prepare minutes and reports to keep our team focused on strategic priorities. You should be a college graduate with strong Microsoft Office skills, excellent English, and a detail-oriented, proactive approach.

Qualifications

• College graduate or equivalent; further education in business administration or related field is advantageous.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational and time-management skills with the ability to prioritize multiple tasks.
• Excellent written and verbal English communication.
• Attention to detail and accuracy in administrative work.
• Ability to work independently as well as collaboratively within a team.
• Professional demeanor and positive attitude towards customer service.
• Experience with office management systems and databases preferred.
• Flexibility and willingness to learn new skills and systems.
• Previous administrative or clerical experience beneficial but not essential.

Responsibilities

• Managing and maintaining office files, records, and documentation in physical and digital formats.
• Scheduling meetings and managing calendars for senior staff.
• Processing and managing correspondence including emails and internal communications.
• Preparing and distributing meeting minutes, reports, and other documents.
• Handling office supplies inventory and placing orders as needed.
• Coordinating office events, meetings and conferences.
• Assisting with data entry and maintaining records in company databases.
• Providing clerical support to various departments and teams.
• Answering phones and directing inquiries to staff.
• Supporting payroll, expense reports and other HR administrative tasks when required.

Skills

Microsoft Office

Organizational skills

Time management

Written and verbal communication

Detail-oriented

Independent work

Team collaboration

Customer service

Willingness to learn

Education

College degree

Tools

Office management systems/databases

Job description

About the role

QSM Inc. is seeking a dedicated and organized Assistant Administrative Staff to join our team in Mandaue City, Cebu. This is a full-time position that plays a vital role in supporting the smooth and efficient operation of our administrative functions. As Assistant Administrative Staff, you will be the backbone of our office operations, ensuring that day-to-day tasks are completed with precision and that our team has the support they need to focus on strategic initiatives. This role is essential to maintaining the organizational effectiveness and productivity of QSM Inc.

Key responsibilities

• Managing and maintaining office files, records, and documentation systems in both physical and digital formats
• Scheduling meetings, appointments and managing calendars for senior staff members
• Processing and managing correspondence, including emails, letters and internal communications
• Preparing and distributing meeting minutes, reports and other administrative documents
• Handling general office supplies inventory and placing orders as needed
• Supporting the coordination of office events, meetings and conferences
• Assisting with data entry and maintaining accurate records in company databases
• Providing clerical support to various departments and team members
• Answering phones and directing enquiries to appropriate staff members
• Supporting payroll, expense reports and other human resources administrative tasks as required

What we're looking for

• College Graduate or equivalent; further education in business administration or a related field is advantageous
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint and Outlook)
• Strong organizational and time management skills with the ability to prioritize multiple tasks effectively
• Excellent written and verbal communication skills in English
• Attention to detail and accuracy in all administrative work
• Ability to work independently as well as collaboratively within a team environment
• Professional demeanor and a positive attitude towards customer service
• Experience with office management systems and databases is preferred
• Flexibility and willingness to learn new skills and systems
• Previous experience in an administrative or clerical role is beneficial but not essential for the right candidate

What we offer

QSM Inc. is committed to creating a supportive and inclusive workplace where employees can thrive. We offer competitive remuneration packages commensurate with experience and qualifications. Our benefits include access to professional development and training opportunities to enhance your skills and advance your career. We maintain a collaborative work environment that values teamwork, innovation and employee wellbeing. We also provide flexibility in how work is structured, allowing you to maintain a healthy work-life balance. As an equal opportunity employer, we welcome applications from all qualified candidates and are committed to providing a workplace free from discrimination.

About us

QSM Inc. is a dynamic and professional organization dedicated to delivering quality services and solutions to our clients. With a commitment to excellence, integrity and continuous improvement, we have established ourselves as a trusted partner in our industry. Our team comprises talented and dedicated professionals who are passionate about their work and committed to achieving outstanding results. We foster a culture of collaboration, innovation and mutual respect, where every team member is valued and encouraged to contribute their best. At QSM Inc., we believe that our employees are our greatest asset, and we invest in their development and wellbeing to ensure a thriving workplace where everyone can succeed.