Executive Assistant (Reliever)

Bayfield Equipment Corporation; Muntinlupa; On-site; PHP 300,000 - 420,000; Full time

Job summary

Bayfield Equipment Corporation is seeking an organized Logistics/Administrative Coordinator in the Metro Manila area. You will maintain Google Drive records for machine stock, sold, and incoming units, and coordinate with factories, brokers, and logistics partners on shipping documents and deliveries.

You will prepare shipping-related documents, local marine insurance, and sales contracts, while tracking vessel and machine arrival schedules.

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.

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 skills

Interpersonal skills

Coordination skills

Organizational skills

Time-management

Discretion

Confidentiality

Stakeholder management

Education

Bachelor's degree in Administration, Engineering, or related field

Tools

Google Drive

SAP system

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.