Administrative Assistant, Makati

The Admin Assistant is responsible for managing administrative functions across the BU including store operations and providing support to different departments within them. The role ensures monitoring and managing identified controllable costs and expenses.

JOB RESPONSIBILITIES:

Budget Monitoring

Manage and monitor the VEX BU expenses (travel, supplies, and other controllable expenses) to ensure it is within the approved budget.

Tracking, updating and regular monitoring of Authority to Deduct (ATD) from IR/RRF.

Coordination and Administrative Support

Prepare, process and monitor requests from the BU Head Office team based on assigned department coverage:

o Cash Advances

o Executive Approval Form (EAF)

o Purchase Request Form (PRF)

o Travel Budget Request Form (TBRF)

o Vehicle Request

o Transmittal to stores

o Liquidation

o Invoicing/Payment to vendor/3rd party

o Store/Work Permit

o Sales Order (SO)/ Transfer Order (TO) filing

o Special 3rd party courier deliveries with partners

o Material Disposition Request (MDR) - borrowing eyewear from warehouse

o Office Supplies

o Store supplies

o Complimentary services of stores (VisionPlus reloading, Bottled Water, Tea, etc.,)

Manage schedules, coordinate meetings, and handle day-to-day communication.

Collaborate with cross-functional departments to ensure timely completion of tasks.

Maintain organized files and records, ensuring confidentiality and easy retrieval.

Oversee regular maintenance and organization of the Narra warehouse space allocated for stores.

Monitoring

Monitor, update, track all service desk tickets raised by VEX Stores.

Ensure sufficient inventory of lab supplies, paper bags, and other store-related requirements.

QUALIFICATIONS:

Bachelor of Science in Business Administration or a related field.

At least 2 years of relevant experience in administrative functions within the retail industry.

Excellent communication with a customer-centric attitude.