Executive Assistant- Client Relation & Documentation

Private Advertiser; Molino; On-site; PHP 360,000 - 720,000; Full time

Job summary

Private Advertiser in the Philippines is seeking an Executive Assistant to serve as the primary client contact, ensure smooth coordination between clients, management, and project teams, and maintain organized project records.

The role emphasizes timely updates, document management, scheduling, and confidential handling of information, with collaboration across engineers, architects, and site personnel.

Qualifications

• Graduate of Business Administration, Office Administration, or a related course.
• Experience in administrative support, client relations, or project coordination is an advantage.
• Excellent communication and organizational skills.
• Proficient in Microsoft Office and Google Workspace.

Responsibilities

• Serve as the main point of contact for clients.
• Handle client inquiries, requests, concerns, and follow-ups.
• Provide timely project updates and communicate important developments.
• Coordinate client meetings, appointments, and site visits.
• Ensure client concerns are properly addressed and escalated when necessary.

Skills

Communication skills

Organizational skills

Detail-oriented

Proactive

Education

Bachelor's degree in Business Administration or related

Tools

Microsoft Office

Google Workspace

Job description

Position Overview

The Executive Assistant serves as the primary point of contact for clients, ensuring effective communication, proper documentation, and smooth coordination between clients, management, and project teams. The role focuses on delivering excellent client service while maintaining organized and accurate project records.

Key Responsibilities

• Serve as the main point of contact for clients.

• Handle client inquiries, requests, concerns, and follow-ups.

• Provide timely project updates and communicate important developments.

• Coordinate client meetings, appointments, and site visits.

• Ensure client concerns are properly addressed and escalated when necessary.

• Prepare, organize, and maintain client and project documents.

• Manage contracts, proposals, quotations, billing records, approvals, and correspondence.

• Monitor pending documents, signatures, and client requirements.

• Maintain accurate and updated client files and project records.

• Coordinate with engineers, architects, project managers, and site personnel regarding client requests.

• Monitor pending concerns, deliverables, and commitments.

• Ensure proper communication and follow-through between clients and internal teams.

• Assist in preparing project reports, meeting minutes, and turnover documents.

• Manage executive schedules, appointments, and meetings.

• Prepare correspondence, reports, and presentations.

• Handle confidential company and client information.

• Perform other administrative duties as assigned by management.

Qualifications

• Graduate of Business Administration, Office Administration, or a related course.

• Experience in administrative support, client relations, or project coordination is an advantage.

• Excellent communication and organizational skills.

• Proficient in Microsoft Office and Google Workspace.

• Detail-oriented, proactive, professional, and dependable.

• Construction industry experience is an advantage.