Office Admin Assistant

RM101 Square; Makati; On-site; PHP 279,000 - 424,000; Full time

Job summary

RM101 Square in Makati, Philippines seeks an Administrative Assistant with facilities management exposure to join our office operations. The role covers office governance, document handling, scheduling, and vendor coordination to ensure smooth everyday functions.

The candidate should be highly organized, detail-oriented, and capable of juggling multiple tasks while communicating effectively with team members and external partners.

Qualifications

• Proven experience as an Administrative Assistant or in Facilities Management (preferred).
• Strong organizational and time-management skills.
• Excellent communication and interpersonal skills, both written and verbal.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Experience with Google Sheets is a plus.
• High level of attention to detail and accuracy.
• Ability to work independently and as part of a team.
• Proactive and resourceful with a strong work ethic.

Responsibilities

• Office Management: Maintain a clean, organized, and welcoming office environment; manage office supplies and equipment inventory; coordinate office space usage and set up for meetings and events; assist with office maintenance.
• Document Control: Maintain accurate records, implement and maintain filing systems, monitor movement of documents.
• Administrative Support: Prepare and distribute meeting minutes, answer phones, schedule appointments, run errands, and assist with other tasks.
• Maintenance Coordinator: Remotely oversee on-site caretakers, conduct canvassing and research for maintenance/repair projects, manage procurement for materials, coordinate with contractors and vendors.

Skills

Organizational skills

Time management

Communication skills

Interpersonal skills

Attention to detail

Strong work ethic

Team player

Independent worker

Proactive

Tools

Microsoft Office

Google Sheets

Job description

Key Responsibilities:

Office Management:

• Maintain a clean, organized, and welcoming office environment.
• Manage office supplies and equipment inventory, ensuring adequate stock levels.
• Coordinate office space usage and set up for meetings and events.
• Assist with office maintenance, including troubleshooting minor equipment issues.

Document Control:

• Maintain accurate and up-to-date records, both digital and physical.
• Implement and maintain efficient filing systems.
• Monitor the movement of important documents.

Administrative Support:

• Prepare and distribute meeting minutes and follow up on action items.
• Provide general administrative support, including answering phones, scheduling appointments, and running errands.
• Assist with other administrative tasks as needed.

Maintenance Coordinator:

• Remotely oversee on-site caretakers, providing guidance and support.
• Conduct canvassing and research for maintenance and repair projects.
• Manage the procurement process for maintenance and repair materials and services.
• Coordinate with contractors and vendors for repairs and maintenance work.

Qualifications:

• Proven experience as an Administrative Assistant or in Facilities Management (preferred).
• Strong organizational and time-management skills.
• Excellent communication and interpersonal skills, both written and verbal.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Experience with Google Sheets is a plus.
• High level of attention to detail and accuracy.
• Ability to work independently and as part of a team.
• Proactive and resourceful with a strong work ethic.