ADMINISTRATIVE STAFF

Full job description

LOCATION: ORTIGAS, PASIG CITY

Job Summary:

The Administrative Staff is responsible for performing and managing the resource, logistics, records, internal process, contract administration, supply and inventory managements to support the organization.

Consolidates and monitors overall organization budget submission and utilization

Encodes, consolidates and monitors CAPEX and OPEX requirements and utilization

Creates, reviews and submits non-purchase orders, purchase orders and other financial transactions and documents

Requests, processes and manages petty cash disbursement, liquidation, and release of budget for office-specific activities, including requests tracking and documentation

Manages office calendar including all meetings, trainings, events, etc.

Facilitates and coordinates booking of logistical requests and requirements

Facilitates, coordinates the availability and usage of AV/technology equipment and materials

Identifies and monitors facilities, vehicles, equipment and materials for maintenance, replacement, retirement and return

Monitors and consolidates the organizations corporate required submissions (Corporate Governance, Data Privacy, COREC, etc.)

Assists in meeting minutes documentation, submission and filing

Prepares memos, reports, presentation materials and other correspondences assigned

Develops and maintains the organizations database and safe-keeping of records

Maintains and consolidates employee data and reports needed (201 files, attendance monitoring and control, overtime monitoring, etc.)

Accounts for and distributes employee-related documents

Records and reports excess man-hours utilization of the office

Prepares, submits and files documents required for internal processes (i.e. liquidation,reimbursement, resignation letters, etc.)

Advises other employees regarding internal process requirements and contact persons

Assists in the access or usage of internal systems for execution of internal processes such as CMS v10, etc.

Coordinates with internal and/or external offices regarding other employee or process concerns

Facilitates renewal of Professional Tax Receipts, licenses, etc.

Participates in various cross-functional committees as representative of the organization

Prepares and prints contracts of contracted services for approval of the Head

Receives contractor billing/invoices and ensures payment documents for SCLM and Finance are completed and submitted

Coordinates with contracted services any problems/discrepancies related to invoices and payment requirements of Meralco

Requests, issues, and monitors adequate supply of materials, office supplies and forms

Ensures the correct quantity and quality of the delivered items

Distributes materials, office supplies and forms accordingly

Initiates transfer of facilities, equipment and materials from one office to another

Maintains the database of materials and supplies of the office and ensures records are accurate and updated regularly

Qualifications:

Graduate of any college courses

With at least 2 years of relevant work experience in organizational support work

Proficient in MS Office applications

Excellent business communication skills

Willing to work onsite (Pasig City)

 

Industries: Oil & Energy

Function: Admin and Back office