Executive Assistant (Reliever)

Bayfield Equipment Corporation; Cavite City; On-site; PHP 335,000 - 502,000; Full time

Job summary

Bayfield Equipment Corporation in Cavite is seeking a detail-oriented administrator/logistics coordinator to manage records, orders, and shipments for machine stock and deliveries.

You will liaise with factories, brokers, and logistics partners, prepare shipping and sales documents, monitor shipments, and maintain SAP invoices and routine inventory reports.

A bachelor's degree and 2–3 years of relevant experience are required, with strong communication, organization, and confidentiality skills.

Qualifications

• Bachelor’s degree in Administration, Engineering, or a related field.
• 2–3 years of relevant work experience in a similar role.
• Excellent communication, interpersonal, and coordination skills.
• Strong organizational and time-management abilities to manage multiple tasks.
• Familiarity with shipping, logistics, and supplier coordination.

Responsibilities

• Maintain and update Google Drive records for machine stock, sold, and incoming units.
• Coordinate with factories, customs brokers, and logistics partners for shipping documents and deliveries.
• Prepare and process shipping documents, sales contracts, and local marine insurance for incoming machines.
• Monitor machine shipments and track vessel arrival schedules.
• Serve as the primary contact for machine orders and shipment requirements with the factory.
• Process factory invoices in SAP for accounting reference.
• Prepare monthly BEC Credit Allocation and quarterly dealer inventory reports.
• Handle additional administrative and logistics tasks as assigned.

Skills

Communication

Coordination

Interpersonal skills

Time management

Discretion

Confidentiality

Attention to detail

Education

Bachelor's degree

Tools

SAP

Job description

Key Responsibilities

• Maintain and update Google Drive records for machine stock, sold, and incoming units, including required machine and shipment details.




• Coordinate with factories, customs brokers, and logistics partners regarding shipping documents, machine deliveries, and shipments.




• Prepare and process shipping-related documents, sales contracts, and local marine insurance for incoming machines.




• Monitor machine shipments and track vessel/machine arrival schedules.




• Coordinate with the factory as the primary contact for machine orders and related shipment requirements.




• Process factory-issued invoices in the SAP system for accounting reference.




• Prepare monthly BEC Credit Allocation and quarterly dealer inventory reports.




• Handle other administrative and logistics-related tasks as assigned.
  

Qualifications

• Bachelor’s degree in Administration, Engineering, or a related field.




• 2–3 years of relevant work experience in a similar capacity.




• Excellent communication, interpersonal, and coordination skills.




• Strong organizational and time-management skills, with the ability to manage multiple tasks and priorities.




• Proven ability to coordinate operations and work with various stakeholders.




• Highly discreet and trustworthy, with the ability to maintain strict confidentiality.




• Familiarity with local dining and food trends.




• Knowledge of bank credit card promotions and offers.




• Familiarity with air, land, and sea travel arrangements, including low-cost vs. full-service carriers and baggage allowances.




• Valid driver's license is an advantage but not required.