OJT for Admin Department

Hexagon Shared Services Inc; Quezon City; On-site; PHP 279,000 - 469,000; Full time

Job summary

Hexagon Shared Services Inc. seeks an organized administrative professional to support office operations in a fast-paced environment. The role covers vehicle administration, stock custodian duties, and general administrative tasks to ensure efficient operations.

The successful candidate will handle confidential information, coordinate with departments, and assist in ISO documentation processes. An undergraduate degree in HRM or related field is preferred.

Qualifications

• Undergraduate with a Bachelor's/College Degree as specified.

Responsibilities

• Provide administrative support to ensure office operations run smoothly.
• Assist with vehicle administration including insurance and registrations.
• Maintain stock records, process supplier documents, and monitor inventory on hand.
• Support ISO documentation control and periodic document management tasks.
• Timekeeping and basic office coordination across departments.

Education

Bachelor's degree in HRM/Business/Secretarial/Commerce

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

Vehicle Administration

• 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.