OFFICE ASSISTANT MANAGER

IRSB IMPEX CORP; Malvar; On-site; PHP 360,000 - 540,000; Full time

Benefits offered by this job

Government-mandated benefits

Other benefits to be discussed during‑

Job summary

IRSB IMPEX CORP seeks an experienced Office Assistant Manager to oversee daily office administration and coordinate import/export operations. The role requires independence, proactive management and strong English communication.

You will supervise admin staff, organize documents, prepare management reports and handle payments in coordination with accounting, while ensuring compliance with government agencies and shipping requirements.

Qualifications

• Bachelor's degree in Business Administration, Management, Customs Administration or related field.
• Minimum 5 years of relevant working experience.
• Experience in an import/export, logistics or trading company is preferred.
• Good knowledge of shipping and import/export documentation.
• Familiarity with FOB, CNF, CIF and Letter of Credit (LC).
• Proficient in Microsoft Excel, Word and Outlook.
• Excellent written and verbal English communication skills.
• Strong organisational, leadership and problem-solving abilities.
• Honest, reliable, responsible and detail-oriented.
• Able to work independently with minimal supervision.

Responsibilities

• Coordinate import and export shipments.
• Prepare and check Commercial Invoices, Packing Lists, Purchase Orders, Proforma Invoices and Sales Contracts.
• Coordinate with shipping lines, freight forwarders, customs brokers and overseas suppliers.
• Monitor vessel schedules, ETD, ETA and container movements.
• Follow up on Bills of Lading, shipping instructions and other shipping documents.
• Maintain accurate shipment records.
• Manage and supervise daily office operations.
• Organise company documents, filing systems and correspondence.
• Prepare daily, weekly and monthly management reports.
• Coordinate meetings and internal communications.
• Monitor office expenses and administrative matters.
• Monitor customer payments and supplier payments.
• Follow up on outstanding invoices and collections.
• Coordinate with accounting staff on accounts payable and receivable.
• Prepare payment schedules and expense reports.
• Coordinate with government agencies (BOC, PEZA, DENR etc.).
• Monitor permits, licences and regulatory documentation.
• Ensure timely submission and renewal of company documents.
• Supervise administrative staff; monitor attendance and schedules; ensure tasks are completed on time.

Skills

Leadership

Organizational skills

Communication skills

Independence

Office software

Education

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

Tools

Microsoft Excel

Microsoft Word

Outlook

Job description

We are looking for a responsible, experienced and highly organised Office Assistant Manager to oversee our daily office administration and coordinate import/export operations.

The successful candidate must be independent, proactive and capable of managing office activities with minimal supervision.

JOB RESPONSIBILITIES

1. Import & Export Operations

• Coordinate import and export shipments.

• Prepare and check Commercial Invoices, Packing Lists, Purchase Orders (PO), Proforma Invoices (PI) and Sales Contracts (SC).

• Coordinate with shipping lines, freight forwarders, customs brokers and overseas suppliers.

• Monitor vessel schedules, ETD, ETA and container movements.

• Follow up on Bills of Lading (BL), shipping instructions and other shipping documents.

• Maintain accurate shipment records.

2. Office Administration

• Manage and supervise daily office operations.

• Organise company documents, filing systems and correspondence.

• Prepare daily, weekly and monthly management reports.

• Coordinate meetings and internal communications.

• Monitor office expenses and administrative matters.

3. Finance & Payment Coordination

• Monitor customer payments and supplier payments.

• Follow up on outstanding invoices and collections.

• Coordinate with accounting staff on accounts payable and receivable.

• Prepare payment schedules and expense reports.

4. Government Compliance

• Coordinate with BOC, PEZA, DENR and other relevant government agencies.

• Monitor permits, licences and regulatory documentation.

• Ensure timely submission and renewal of company documents.

5. Staff Management

• Supervise and coordinate administrative staff.

• Monitor attendance, performance and work schedules.

• Ensure all assigned tasks are completed on time.

QUALIFICATIONS

• Bachelor's degree in Business Administration, Management, Customs Administration or related field.

• Minimum 5 years of relevant working experience.

• Experience in an import/export, logistics or trading company is preferred.

• Good knowledge of shipping and import/export documentation.

• Familiarity with FOB, CNF, CIF and Letter of Credit (LC).

• Proficient in Microsoft Excel, Word and Outlook.

• Excellent written and verbal English communication skills.

• Strong organisational, leadership and problem-solving abilities.

• Honest, reliable, responsible and detail-oriented.

• Able to work independently with minimal supervision.

SALARY & BENEFITS

• Government-mandated benefits.

• Other benefits to be discussed during the interview.