Executive Assistant (Reliever)

Bayfield Equipment Corporation; General Mariano Alvarez; On-site; PHP 279,000 - 424,000; Full time

Job summary

Bayfield Equipment Corporation in Cavite seeks a Logistics Administrator to maintain Google Drive records for machine stock, shipments, and related details, and to coordinate with factories, brokers, and partners.

You will prepare shipping documents, process SAP invoices, monitor shipments, and provide regular inventory and billing reports while handling ad hoc administrative tasks with discretion.

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 multitasking ability.
• Proven ability to coordinate operations with various stakeholders.
• Discreet and trustworthy with confidentiality.

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.

Skills

Communication

Coordination

Organizational skills

Time management

Discretion

Confidentiality

Multitasking

Education

Bachelor’s degree in Administration/Engineering/related field

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.