Big Bikes Admin Assistant

Concerted Management Corporation; Mandaluyong; On-site; PHP 335,000 - 446,000; Full time

Job summary

Concerted Management Corporation in Metro Manila seeks an Administrative Support Associate to help encode repo data, monitor branch submissions, and maintain master lists of repo units. You will organize digital and physical documents, track missing attachments, and assist the Big Bikes Manager with meetings and simple reports.

The role requires coordinating with branches, handling office logistics, and creating basic trackers and templates for weekly and monthly repo reports, ensuring accuracy

Qualifications

• Strong organizational skills and attention to detail.
• Proficient in MS Excel or Google Sheets for data entry and tracking.
• Ability to organize digital and hard-copy documents and maintain trackers.

Responsibilities

• Encode repo reports daily, weekly, and monthly from branches and regions.
• Monitor completeness of branch submissions including inventories and documentation.
• Assist in scheduling meetings, preparing simple reports, and routing documents for signature.
• Coordinate with branches to follow up on missing or late submissions.
• Prepare travel documents and office logistics support for the Repo Manager.
• Create templates for weekly and monthly repo reports and simple trackers.

Skills

MS Excel

Google Sheets

Data Encoding

Documentation

Job description

MAJOR RESPONSIBILITIES:

A. Administrative Support & Monitoring

• Encode and update daily, weekly, and monthly repo reports based on submissions from branches and regions.
• Monitor completeness of branch submissions including inventory files, documentation, pricing updates, and display updates.
• Perform initial checking of submitted repo inventory files for completeness.
• Maintain and update the master list of repo units based on branch submissions.

B. Documentation Assistance

• Organize, file, and maintain digital and hard-copy repo documents.
• Log and store all received repo documents accurately.
• Track pending or incomplete documents such as missing attachments, incident reports, or late submissions.

C. Coordination & Follow-Ups

• Coordinate with branches regarding missing documents, corrections, or late submissions.
• Assist the Big Bikes Manager in scheduling meetings, preparing simple reports, and routing documents for signature.
• Send basic communications including reminders, acknowledgments, and updates.

D. Office Logistics & Support

• Assist in preparing travel documents, reimbursement attachments, and administrative forms for the Repo Manager.
• Monitor and request office supplies as needed; assist in petty cash requests except PCF handling.
• Coordinate simple logistical requirements such as requesting photos and merchandising updates from branches.

E. Data Encoding & Simple Reporting

• Encode repo unit information in MS Excel or Google Sheets.
• Prepare basic trackers and simple summary reports.
• Create templates for weekly and monthly repo reports as instructed

F. Operational Support

• Provide administrative assistance to the Big Bikes Manager in relation to field validation activities that require coordination with multiple branches.
• Assist in organizing and documenting outputs related to program implementation monitoring, including receiving branch submissions for spot checks on promotional activities and mystery buying.

Support system-to-actual inventory audits by handling clerical and coordination tasks such as:

1. Consolidating reports used to identify excess or unaccounted units
2. Organizing system-generated files to help detect discrepancies across platforms
3. Coordinating with branches to request confirmations or clarifications on identified issues
4. Preparing documents, trackers, and reference sheets needed by the Big Bikes Manager for branch visits and final data validation