Senior Virtual Administrative Associates [with Expense Report experience]

RR Donnelley Philippines Inc.; Metro Manila; On-site; PHP 335,000 - 502,000; Full time

Job summary

RR Donnelley Philippines Inc. is hiring an Administrative Associate to provide a range of direct administrative support, including document processing, proofreading, expense and time entry, calendar and phone management, and client matter openings.

The role requires college graduation and 2-3 years of relevant experience, with proficiency in MS Office and strong customer service, organizational, and confidentiality skills.

Qualifications

• College degree
• 2-3 years of relevant working experience desired
• Proficiency in MS Office and spreadsheet applications
• Strong customer service skills with the ability to build and maintain client relationships
• Excellent organizational skills and the ability to manage multiple assignments simultaneously
• High level of confidentiality when handling sensitive information
• Strong attention to detail, time management, and problem-solving abilities
• Effective written and verbal communication skills
• Ability to maintain professionalism under tight deadlines
• Capability to work both independently and collaboratively
• Comfortable working in a fast-paced environment
• Demonstrated customer service experience
• Proficiency with relevant technology, software, and hardware tools
• Sound judgment, with the ability to interpret situations and apply flexibility when needed
• Applicants must be willing to work on night shift, weekends, and Philippine holidays

Responsibilities

• Provide a variety of direct administrative support functions including document processing, proofreading, expense reports, time entry, calendar and phone management, invoice entry, and opening client matters.
• Answer phone lines and provide customer service while supporting project work using established procedures and formats to edit, proof, convert, create, transcribe or complete document production requests and data entry for expenses/time/invoices.
• Use logs or tracking software to manage administrative tasks.
• Ensure job tickets are properly filled out before work begins.
• Assess requests and ensure tasks are completed throughout the lifecycle.
• Create reservations and schedule meetings, conference rooms, A/V, travel, hospitality, and docket management.
• Communicate with team members, lead, supervisor or client on deadlines and issues.
• Meet contracted deadlines for accepting, completing, and delivering all work.
• Troubleshoot complex software or hardware problems.
• Interact with clients by phone, video, or electronic means.
• Open client matters and perform client conflict checks.

Skills

MS Office

Customer service

Communication skills

Time management

Detail oriented

Confidentiality

Problem solving

Independent work

Team collaboration

Night shift

Weekend work

Education

College degree

Tools

MS Office Suite

Excel

Word

Job description

• The Administrative Associate provides a variety of direct administrative support functions, which may include tasks such as document processing, proofreading, expense reports, time entry, calendar and phone management, invoice entry, and opening client matters.

• Perform work in administrative support, including, but not limited to, answering phone lines, providing customer service, supporting specialized projects using established procedures, standards, and formats to edit, proof, convert, create, transcribe or otherwise complete document production requests, and data entry for expenses/time/invoices and other areas as needed.

• Utilize appropriate logs and/or tracking software for all administrative support work.

• Ensure that job tickets are properly filled out before beginning work.

• Thoroughly assess job requests and ensure appropriate completion of job tasks throughout task lifecycle.

• Create reservations/scheduling (meetings, conference rooms, A/V, hospitality, travel, concierge), docket management, document/email management, proforma review, new matter management.

• Communicate with team members, lead, supervisor or client on job or deadline issues.

• Meet contracted deadlines for accepting, completing, and delivering all work.

• Troubleshoot complex software or hardware problems.

• Interact with clients over the phone, via video or electronically.

• Opening client matters and/or performing client conflict checks.

QUALIFICATIONS:

• College graduate

• At least 2-3 years of relevant working experience is desired for this position.

• Proficiency in MS Office and spreadsheet applications

• Strong customer service skills with the ability to build and maintain client relationships

• Excellent organizational skills and the ability to manage multiple assignments simultaneously

• High level of confidentiality when handling sensitive information

• Strong attention to detail, time management, and problem-solving abilities

• Effective written and verbal communication skills

• Ability to maintain professionalism under tight deadlines

• Capability to work both independently and collaboratively

• Comfortable working in a fast-paced environment

• Demonstrated customer service experience

• Proficiency with relevant technology, software, and hardware tools

• Sound judgment, with the ability to interpret situations and apply flexibility when needed

• Applicants must be willing to work on night shift, weekends, and Philippine holidays

Work location: Pioneer Street, Mandaluyong City

Work setup: onsite

Work shift: pemanent night shift