General Admin Assistant / Executive Assistant

Inkrite Ink Refilling Station; Quezon City; On-site; PHP 480,000 - 720,000; Full time

Job summary

Inkrite Ink Refilling Station in Quezon City, Metro Manila, seeks an Administrative & Audit Assistant to support the Owner with reports, correspondence, presentations, meeting schedules and business documents.

You will manage confidential records, coordinate with departments and conduct routine audits of company assets, inventories, and billing compliance across branches, warehouses, and client sites. Safeguard confidential information and assist in policy improvements.

Responsibilities

• Provide administrative and executive assistance to the Owner, including preparing reports, correspondence, presentations, meeting schedules, and other business documents.
• Manage and maintain confidential records, files, and documents of the Owner and the Company.
• Coordinate with department heads, employees, suppliers, customers, and other business partners on matters assigned by the Owner.
• Monitor and follow up on action items, projects, directives, and deadlines issued by the Owner.
• Prepare, organize, and consolidate reports, data, and information requested by Management.
• Conduct scheduled and unannounced audits of company-owned valuable printers located in warehouses, branches, customer sites, or other company-designated locations to verify their physical existence, condition, accountability, and compliance with company policies.
• Perform periodic audits of billing and collection documents and reports to ensure their accuracy, completeness, proper documentation, and compliance with company policies and procedures.
• Conduct audits of reports and records submitted by various departments whenever required by the Owner or Management.
• Perform regular physical inventory audits of saleable items, supplies, and other company assets at the SM North Branch and other company locations as may be assigned.
• Review and verify sales reports, inventory records, stock movements, transfers, adjustments, and related documents to ensure accuracy and accountability.
• Prepare audit reports, inventory variance reports, executive summaries, findings, and recommendations for Management.
• Immediately report any discrepancies, shortages, irregularities, policy violations, or suspected fraudulent activities discovered during audits or while performing assigned duties.
• Safeguard all confidential information, records, documents, trade secrets, financial information, customer data, and other proprietary information obtained during employment.
• Represent the Owner in administrative coordination with employees, departments, and business partners as may be authorized.
• Assist in implementing company policies, procedures, systems, and operational improvements as directed by Management.
• Perform field visits, branch visits, warehouse inspections, and other official assignments as required by the Company.
• Perform such other duties, responsibilities, and special assignments that may be reasonably assigned by the Owner or Management, whether related to administrative support, operations, auditing, inventory, documentation, reporting, or other business functions, consistent with the employee’s position.

Job description

• Provide administrative and executive assistance to the Owner, including preparing reports, correspondence, presentations, meeting schedules, and other business documents.
• Manage and maintain confidential records, files, and documents of the Owner and the Company.
• Coordinate with department heads, employees, suppliers, customers, and other business partners on matters assigned by the Owner.
• Monitor and follow up on action items, projects, directives, and deadlines issued by the Owner.
• Prepare, organize, and consolidate reports, data, and information requested by Management.
• Conduct scheduled and unannounced audits of company-owned valuable printers located in warehouses, branches, customer sites, or other company-designated locations to verify their physical existence, condition, accountability, and compliance with company policies.
• Perform periodic audits of billing and collection documents and reports to ensure their accuracy, completeness, proper documentation, and compliance with company policies and procedures.
• Conduct audits of reports and records submitted by various departments whenever required by the Owner or Management.
• Perform regular physical inventory audits of saleable items, supplies, and other company assets at the SM North Branch and other company locations as may be assigned.
• Review and verify sales reports, inventory records, stock movements, transfers, adjustments, and related documents to ensure accuracy and accountability.
• Prepare audit reports, inventory variance reports, executive summaries, findings, and recommendations for Management.
• Immediately report any discrepancies, shortages, irregularities, policy violations, or suspected fraudulent activities discovered during audits or while performing assigned duties.
• Safeguard all confidential information, records, documents, trade secrets, financial information, customer data, and other proprietary information obtained during employment.
• Represent the Owner in administrative coordination with employees, departments, and business partners as may be authorized.
• Assist in implementing company policies, procedures, systems, and operational improvements as directed by Management.
• Perform field visits, branch visits, warehouse inspections, and other official assignments as required by the Company.
• Perform such other duties, responsibilities, and special assignments that may be reasonably assigned by the Owner or Management, whether related to administrative support, operations, auditing, inventory, documentation, reporting, or other business functions, consistent with the employee’s position.