Associate, O&M

Vena Group; Ilocos Region; On-site; PHP 201,000 - 312,000; Full time

Job summary

Vena Group in Ilocos Region, Philippines seeks an organized administrative assistant to provide clerical support and help manage documentation for the O&M team.

You will handle filing, data entry, correspondence, report consolidation, and coordination of meetings and travel. The role requires strong organizational skills and a proactive approach to office operations.

Qualifications

• Experience in administrative and clerical tasks.
• Ability to manage filing systems and maintain records.
• Strong data entry and document preparation skills.

Responsibilities

• Provide general administrative and clerical support 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 support documents for O&M monthly reports (utility bills, expenses, warranties).
• Assist in resolving administrative problems and respond to inquiries from customers and suppliers.
• Prepare and modify documents including memos, reports, and emails.
• Schedule and coordinate meetings, appointments, and travel for the O&M team.
• Maintain office supplies for plant site and coordinate with O&M contractor for consumables.
• Maintain and manage computer network backups and storage with IT coordination.
• Oversee office equipment maintenance and source new vendors as needed.
• Manage library documentation archiving and technical articles.
• Maintain technical standard listings and track industry publications.
• Maintain internal technology database and control flow of documentation within the organization.
• Maintain confidentiality of sensitive documents and records.
• Perform other tasks as assigned.

Skills

Administrative support

Data entry

Scheduling

Documentation

Vendor coordination

Clerical skills

Tools

MS Office

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

• 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?