Operations Assistant

Zlab International; Laguna; On-site; PHP 100,000 - 400,000; Full time

Job summary

A leading company in operations management in the Philippines is seeking an Administrative Officer to oversee various administrative aspects including call handling, inventory management, and the organization of seminars and meetings. The ideal candidate should possess strong organizational skills, attention to detail, and the ability to manage multiple tasks efficiently. This role offers growth opportunities and a collaborative work environment.

Benefits

Career development opportunities

Collaborative work environment

Qualifications

• Excellent communication skills, both written and verbal.
• Strong organizational and time management abilities.
• Proficient in handling administrative tasks and coordinating events.

Responsibilities

• Answer incoming calls and prepare contact reports.
• Oversee inventory and seminar administrative tasks.
• Summarize meeting minutes and monitor training plans.

Skills

Communication skills

Organization skills

Time management

Attention to detail

Multitasking

Job description

Responsibilities

• First to answer all incoming calls
• Prepare and mail all contact reports made by Operations Manager from all branches
• Monitor reply/acknowledgement of emails to recipients
• Oversee inventory and maintenance of inventory
• Oversee all administrative aspects of seminars, trainings, and meetings including registrations, confirmations, certificates, badges, evaluations, preparation, and mailing of materials to attendees/branch operations – preparation of minutes of the meeting
• Administer examinations during seminars/trainings, summarize results within 24 hours, and submit to direct superior
• Assist Operations Manager during trainings by ensuring all training materials/supplies are adequate
• Monitor skills development plan of each staff and submit training plan/schedule for staff accordingly
• Assist Operations Manager during operations meetings; take registrations/attendance and minutes of the meeting; request meals or snacks during seminars and meetings
• Summarize minutes of the meeting, send to direct superior, and upon approval, send minutes to all concerned personnel/recipients and monitor development and feedback
• File operations materials in general files area
• Collate Operations Managers’ and Training Officers’ target schedules every week
• Summarize operations weekly accomplishment reports versus target schedule
• Prepare memos for erring branch employees and ensure receipt by recipients; monitor explanation letters from recipients if needed and submit to HR for filing and proper action
• Monitor response and corrective/preventive actions done by Branch Supervisor officers for inventory findings
• Collate monthly reports from branch key personnel and monitor on-time submission
• Keep track of kits and files
• Prepare JV kits and proposal letters for prospects before meetings (if necessary)
• Ensure that branches are informed of marketing activities ahead of time
• Submit letters of intent to prospect sites
• Monitor and follow up on letters of intent submitted
• Assist with special projects and assume responsibility for the development, administration, and promotion of specific projects as required, including branch opening assistance and event set‑ups
• Perform other related tasks as assigned by the superior