Associate, O&M

Vena Energy Shared Services Pte. Ltd. ROHQ; Garcia; On-site; PHP 279,000 - 391,000; Full time

Job summary

Vena Group is seeking an organized administrative assistant to provide clerical support across mailing, filing, correspondence, data entry, and document management for the O&M team in the Philippines.

You will coordinate meetings, travel, office supplies, liaise with suppliers, maintain technical records, and support benchmarking and archive activities. This role encourages proactive problem solving and confidential handling of sensitive documents.

Responsibilities

• Provide general administrative and clerical support including mailing, scanning, faxing and copying to management
• Maintain electronic and hard copy filing system
• Open, sort and distribute incoming correspondence
• Perform data entry and scan documents and assist in archiving operational reports
• Consolidate the support document for O&M monthly report eg. Utility bills, Consumable expenses, Monthly/annual expenses, Performance guarantee, Warranty claims
• Assist in resolving any administrative problems
• Answer calls from customer and suppliers regarding their inquiries and concerns
• Prepare and modify documents including correspondence, reports, draft, memos and emails
• Schedule and coordinate meetings, appointments and travel arrangements for the O&M team Maintain office supplies for plant site
• Coordinate with O&M contractor with regard to consumables at plant site
• Maintain and manage computer network and ensure appropriate back-up and storage of computer files in coordination with IT
• Responsible for operations and maintenance of office equipment
• arrange for repairs when necessary
• recommends new or additional office equipment as appropriate. Source new vendors when necessary
• Custodian for library documentation assembly and archiving which include classifying technical articles and submission related to technology development
• Maintain Technical standard listing
• Track white papers/publications
• Maintain internal technology database
• Manage the flow of documentation within the organization Maintain confidentiality regarding sensitive documents
• Upkeep of quality records of recommended supplier, contractor, sub-contractor
• Assist in benchmark data collection from EPC/OM, BOQ – material price standard, BOM – Bill of material / site specific
• and Perform other tasks as may be assigned

Job description

• Provide general administrative and clerical support including mailing, scanning, faxing and copying to management
• Maintain electronic and hard copy filing system
• Open, sort and distribute incoming correspondence
• Perform data entry and scan documents and assist in archiving operational reports
• Consolidate the support document for O&M monthly report eg. Utility bills, Consumable expenses, Monthly/annual expenses, Performance guarantee, Warranty claims
• Assist in resolving any administrative problems
• Answer calls from customer and suppliers regarding their inquiries and concerns
• Prepare and modify documents including correspondence, reports, draft, memos and emails
• Schedule and coordinate meetings, appointments and travel arrangements for the O&M team Maintain office supplies for plant site
• Coordinate with O&M contractor with regard to consumables at plant site
• Maintain and manage computer network and ensure appropriate back-up and storage of computer files in coordination with IT
• Responsible for operations and maintenance of office equipment
• arrange for repairs when necessary
• recommends new or additional office equipment as appropriate. Source new vendors when necessary
• Custodian for library documentation assembly and archiving which include classifying technical articles and submission related to technology development
• Maintain Technical standard listing
• Track white papers/publications
• Maintain internal technology database
• Manage the flow of documentation within the organization Maintain confidentiality regarding sensitive documents
• Upkeep of quality records of recommended supplier, contractor, sub-contractor
• Assist in benchmark data collection from EPC/OM, BOQ – material price standard, BOM – Bill of material / site specific
• and Perform other tasks as may be assigned

Are you ready to engineer a greener future? At Vena Group, we believe in a world with no compromises, where the strength of our business lies in the diversity of our people.

As an Equal Opportunity Employer, we are committed to fostering an inclusive work environment where every individual feels valued, respected, and empowered to reach their full potential.

Vena Group is dedicated to our mission of accelerating the energy and digital infrastructure transition to sustainable and affordable development of green solutions that deliver lasting economic, social, and environmental benefits to our host communities and stakeholders.

Together, we are actively working to combat climate change, and we invite you to join us in engineering a greener and more sustainable future.