OJT For Admin Department

Hexagon Group of Companies; Quezon; On-site; PHP 279,000 - 446,000; Full time

Job summary

Hexagon Group of Companies seeks an Administrative Assistant to provide comprehensive office support, manage confidential material, and assist with day-to-day operations. You will ensure orderly records, timely processing of requests, and coordinate with various departments to keep the office running smoothly.

The role includes stock custody duties, vehicle-related document handling, and ISO document control coordination with DDC, requiring strong organizational skills and discretion.

Qualifications

• Undergraduate with a Bachelor's/College Degree in HRM, Business Studies/Administration/Management, Secretarial, Commerce, or equivalent.

Responsibilities

• Administrative duties including tidiness, daily operations support, and document filing.
• Stock Custodian: count, sort, and monitor incoming materials; maintain stock records.
• Periodic duties: manage ISO documents, master lists, and document control processes; coordinate with DDC.
• Manage vehicle-related tasks: insurance, titles, registrations, and vehicle records; timekeeping.

Education

Bachelor's/College Degree in HRM, Business Studies/Administration/Management, Secretarial, Commerce or equivalent

Job description

Job Description

Providing administrative support to ensure efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication. Responsible for confidential and time-sensitive material.

Duties And Responsibilities

• Answers, screens, and transfers telephone calls properly.
• Monitors and processes insurance claims to brokers/insurers.
• Monitors and coordinates car plan benefits from availment to expiration of the car plan and ensures proper monitoring of insurance coverage and its charges.
• Assists with the issuance memorandum, monitors and coordinates the schedule of all Group Offices and Unit Companies' vehicles for Smoke Emission Test and registration.
• Creates files, prepares Deed of Assignment, and secures comprehensive insurance for newly acquired vehicles before release to the assignee.
• Provides assistance in monitoring all company-acquired used vehicles that are transferred to company's name and/or car plan holder after full payment of the car plan.
• Processes payment of insurance premium every renewal, inclusion, and/ or cancellation (if necessary) of company car insurance.
• Prepares Deed of Sale and other required documents for Sold Vehicles.
• Ensures proper and updated filing of documents of all company vehicles as well as updated master list for reference.
• Prepare payment requests for registration renewal and transfer of ownership.

Stock Custodian

• Counts, sorts, and checks incoming materials and forms delivered by the supplier against the Purchase Order and Delivery Invoice
• Maintains an updated and accurate record of stocks on hand and released items.
• Gathers Supplies Requisition Slips from different departments and unit companies and ensures that requests are served on an approved schedule.
• Check inventory periodically to determine reordering needs and verify with records.
• Prepare requests for standard stock items, supplies, or materials within established limits.
• Maintain an organized stockroom.
• Prepares monthly billing statements
• Prepare a summary report of all requisitions made per month

Administrative Duties

• Monitor and ensure that the facilities are kept tidy and projects are business-like.
• Assist departments with daily operations.

Periodic Duties

• Take primary responsibility for safekeeping and updating copies of the document master list, records master list, externally generated documents, and ISO related documents at the departmental level.
• Implement proper file management for the department
• Ensure pertinent and updated issues of ISO documents are observed at all times
• Ensure that documents of external origin are coordinated with DDC for registration and controlled stamping purposes.
• Coordinate with DDC to improve the corporate-wide Document Management System
• Promptly undertake other tasks that may be assigned by the immediate superior/ head from time to time.
• Timekeeping.

Minimum Qualifications

• Candidate must be an undergraduate with a Bachelor's/College Degree in Human Resource Management, Business Studies/Administration/Management, Secretarial, Commerce, or equivalent.