Office Admin Assistant

Jake Bros., Inc.; Philippines; On-site; PHP 201,000 - 290,000; Full time

Job summary

Jake Bros., Inc. is seeking an Office Admin Assistant in the Philippines to provide essential administrative and operational support for daily office functions. You will assist with document management, procurement, permits, and regulatory compliance while coordinating with government agencies and suppliers.

You will support scheduling, meetings, and executive requirements, ensuring confidentiality and timeliness across departments and external partners.

Qualifications

• Bachelor's degree in business administration or related field.
• 1–2 years of experience in office administration or administrative support.
• Experience in purchasing/procurement is required or highly preferred.
• Strong organizational, coordination, documentation, and communication skills.
• Proficient with Microsoft Office; quickly learns new software.

Responsibilities

• Assist in preparation, processing, monitoring, and renewal of business permits, licenses, and regulatory documents.
• Support purchasing and procurement activities, including sourcing quotations and processing purchase orders.
• Maintain supplier records, procurement documents, and inventory of office supplies.
• Maintain organized records, correspondence, schedules, and confidential documents.
• Coordinate with internal departments, government offices, suppliers, and external stakeholders.
• Provide administrative support for meetings, events, projects, and executive requirements.
• Track pending tasks and deadlines to ensure timely completion.
• Perform other administrative and ad-hoc duties as assigned.

Skills

Organization

Coordination

Documentation

Communication

Interpersonal skills

Discretion

Education

Bachelor's degree in Business Administration, Office Administration, Management, or a related field

Tools

Microsoft Office

Job description

JOB SUMMARY:

The Office Admin Assistant provides administrative and operational support to ensure the smooth and efficient day-to-day functioning of the office. Responsibilities includes, assisting with office and document management, procurement and supplier coordination, permit and regulatory compliance, scheduling, and general administrative tasks. The role also coordinates with internal departments, government agencies, and external suppliers while providing support for executive and company requirements as needed.

Key Responsibilities

• Assist in the preparation, processing, monitoring, and renewal of business permits, licenses, and regulatory documents.
• Support purchasing and procurement activities, including sourcing quotations, preparing purchase orders, coordinating with suppliers, and monitoring deliveries.
• Maintain supplier records, procurement documents, inventory of office supplies, and related reports.
• Maintain organized physical and digital records, correspondence, schedules, and confidential documents.
• Coordinate with internal departments, government offices, suppliers, and other external stakeholders as needed.
• Provide administrative support for meetings, events, projects, and other executive requirements.
• Track pending tasks, deadlines, and follow-ups to ensure timely completion.
• Perform other administrative and ad-hoc duties as assigned.

Qualifications

• Bachelor's degree in Business Administration, Office Administration, Management, or a related field.
• With 1-2 years of experience in office administration, administrative support, or a related role.
• Previous experience in Purchasing/Procurement is required or highly preferred.
• Experience in business permit processing, government transactions, or regulatory compliance is an advantage.
• Strong organizational, coordination, documentation, and communication skills.
• Computer and tech-savvy, with strong proficiency in Microsoft Office applications and ability to quickly learn and adapt to new systems and software.
• Detail-oriented, dependable, and able to manage multiple tasks and deadlines.
• Good interpersonal skills and ability to coordinate effectively with internal teams and external suppliers/agencies.
• Able to handle confidential information with professionalism and discretion.
• Willing to perform occasional fieldwork, errands, and other administrative tasks as needed.