Operations Assistant (Mall Operations) - SMDC Jazz

SM Supermalls; Philippines; On-site; PHP 201,000 - 290,000; Full time

Job summary

SM Supermalls in the Philippines is seeking an Administrative Assistant to provide functional and administrative support to the Operations department, ensuring that all administrative requirements are met and properly organized.

The role involves handling calls, schedules, notices and memos, preparing reports and coordinating with affiliates, tenants and internal teams to ensure smooth mall operations and compliant documentation.

Qualifications

• College graduate with a four-year course.
• Experience in customer service.
• Strong communication and computer skills.
• Amenable to a flexible schedule.

Responsibilities

• Handles calls, scheduling, letters/memos, and reports for the Regional Manager.
• Monitors meeting schedules and prepares/monitors OPC, utilities, sales, and work reports.
• Provides administrative support for mall events and vendor communications.
• Prepares notices/minutes and ensures accuracy of memos and communications.
• Coordinates mall activities with relevant departments, affiliates and partners.
• Filing of financial and administrative reports; manage documents for approvals.

Skills

Communication

Customer service

Computer skills

Flexible schedule

Education

College graduate

Job description

To provide functional & administrative support to Operations department, specifically but not limited to A/MM to ensure that all administrative requirements are met and properly organized.

Qualifications:

• College Graduate, 4-year course
• Experience in Customer Service
• Communication Skills, Computer Skills,
• Amenable to flexible schedule

ADMINISTRATIVE TASKS

• Handles the calls, schedule, letters/memos, reports assigned by the Regional Manager.
• Monitoring of meeting schedules such as Affiliates Meeting, Lease-Ops, Steercom, Staff & other Table Top meetings.
• Preparation and monitoring of submission of OPC reports, Monthly Utilities report, Sales report, Work Schedule, etc.
• Administrative support to annual commercial area events such as 3-Day Sale, Security Audit, BDOI Risk Audit, Budget Season, Christmas Launch, CSR Events, etc.

BUSINESS COMMUNICATION

• Responsible for the preparation of notice and minutes of the meeting, both affiliates and staff; approval notices to tenants on sales promos and final clearance to operate.
• Ensures accuracy and correctness of memos and any other forms of communication assigned by the Assistant/Cluster Manager.

CUSTOMER SERVICE

• Promptly answers telephone calls for the Assistant/Cluster Manager, screen inquiries and relay the same to concerned department in the commercial area.
• Responsible for the coordination and communication of mall activities or events with the relevant departments, affiliates and other external business partners in the commercial area.

COMPLIANCE & DOCUMENTATION

• Ensures timely and proper filing of financial reports such as B.I., Sales Reports, Rental Income Report, Financial Review Report, etc.
• Strict monitoring of routed documents for approval of relevant heads; and share point approvals submitted to the Assistant/Cluster Manager.
• Responsible for all the incoming and outgoing documents of the Assistant/Cluster Manager.
• Responsible for the reservations of the conference room and ensure its cleanliness and orderliness.
• Acts as reliever in the absence of Operations Assistant and Customer Service Assistant.