The posting
JOB SUMMARY:
The Administrative Associate provides essential support to ensure the smooth and efficient operation of daily office activities. This role involves managing schedules, organizing files, preparing documents, coordinating meetings, and handling correspondence. The ideal candidate is detail-oriented, highly organized, and able to multitask in a fast-paced environment while maintaining a high level of professionalism and confidentiality.
DUTIES AND RESPONSIBILITIES:
(30%) 1. Utility Support Processing
- Prepare Request for payments for suppliers/service providers invoices within 12 days upon receipt of complete documents.
- Prepare Cash Advances and requests such as liquidation and reimbursement as per instruction and must do it timely. Depending on the approval of the budget (e.g., G&A in Manila) which usually approves 35 days with follow-ups daily.
- Check/Evaluate CA, Liquidation, and Reimbursement, have it signed by signatories and attach necessary docs before submitting to accounting for processing/vouchering in 12 days depending on the documents needed (memo route for approval/budget for approval usually 12 days TAT).
- Liquidate CAs requests within 60 days from the date of receipts. (If receipts, attachments, and other documents endorsed are complete) TAT would be less than 3 days.
10% 2. Document and Records Coordination
- Maintain organized and systematic filing for efficient document management and ensure record keeping.
- Provide requested documents within set deadline 12 days, depending on the type of documents (email, hard copies, or thru parcel).
- Manage inflow and outflow documents for signing, scanning, and distribution to the concerned department. Coordinate with respective teams on their concerns, suggestions, and possible work instructions.
- Monitor pulled-out documents through recording and reproducing (scanning/photocopy) to retain copies of documents for record keeping from the original pulled-out documents, then have it signed by the concerned person.
- Manage document processing tasks, including printing, scanning, sorting, filing, and distribution.
- Monitor and coordinate with Head Office and other units for updates on pending matters, supplier inquiries, and service provider payable
- Coordinatewith branches to process Requests for Payment (RFP), manage pending documentation, and follow up on ongoing service-related needs.
30% 3. Administrative Support, Scheduling, and Travel Coordination
- Manage incoming calls, visitor screening, and scheduling requests for meetings and appointments for the Department Head.
- Coordinate and organize meeting schedules (both virtual and in-person) to ensure smooth and timely engagements of the Department Head and the team.
- Handle travel arrangements, including preparing travel requests, coordinating accommodations, and managing transport for the Department Head and other departments as needed.
- Liaise with administrative and purchasing teams for accommodation bookings, vehicle assignments, ticket issuance, and hotel reservations.
- Oversee hotel accreditation processes and renewals to maintain approved vendor status.
- Facilitate utility payments by managing check distribution and drop-off as required.
10% 4. Interdepartmental Document Management and Retrieval Support
- Provide assistance to other departments with document retrieval, tracking, and locating sent or received documents.
- Efficient Document Retrieval within 12 business days, ensuring timely support for other departments.
- Maintain an organized record of document tracking, ensuring that all sent and received documents are logged and traceable.
- Deliver Interdepartmental Satisfaction rate from other departments on document retrieval and tracing services, ensuring efficient interdepartmental support and collaboration.
10% 5. Document and Parcel Transmittal Management
- Manage daily pouching and arrange transmittal of parcels and documents to the Head Office and various branches.
- Receive incoming pouches from Head Office and branches, verify contents upon receipt, and document any discrepancies.
- Route documents to the appropriate recipients within the organization, ensuring acknowledgment of receipt through signatures.
10%6. Document Monitoring and Archiving Log
- Review incoming and outgoing documents for accuracy and completeness. Sort documents by category, urgency, or department.
- Organize physical and digital files in accordance with company protocols.
- Label and categorize documents for easy retrieval.
- Maintain a log for documents received, processed, and dispatched.
- Monitor deadlines for document submissions or updates.
- Archive old files according to company retention policies.
- Respond promptly to document retrieval requests.
- Distribute documents to the appropriate personnel or department.
- Ensure filing systems (both digital and physical) remain organized and up-to-date.
- Suggest improvements to enhance document management efficiency.
ECHNICAL COMPETENCIES AND SKILLS:
- Attention to detail
- Time management
- Organizational skills
- Problem-solving
- Professional communication (verbal and written)
- Adaptability
- Confidentiality and discretion
- Office Software Proficiency
- Document Preparation
- Calendar & Meeting Management
- Communication Tools
- Basic Financial Support
- Office Equipment Operation
EDUCATION, TRAININGS, LICENSES REQUIRED:
- Bachelors degree in Business Administration, Office Management, or a related field (preferred)
- Associate degree or diploma in Administrative Studies or equivalent (acceptable for entry-level roles)
