Administration Assistant, Manila

Administrative Support:

• Answer and direct phone calls, emails, and other inquiries.
• Greet visitors and provide assistance as needed.
• Prepare and edit documents, reports, memos, and correspondence.
• Manage and maintain filing systems, both physical and digital.
• Perform data entry tasks, ensuring accuracy and timely updates of records.

Scheduling and Coordination:

• Manage calendars and schedule meetings, appointments, and events.
• Coordinate travel arrangements, including booking flights, accommodations, and transportation.
• Prepare meeting agendas, take minutes during meetings, and distribute them accordingly.

Office Management:

• Maintain office supplies inventory by checking stock and ordering supplies when necessary.
• Coordinate with office vendors (cleaning, maintenance, supplies) to ensure a well-functioning office environment.
• Organize and maintain a clean, organized workspace for all employees.

Communication and Correspondence:

• Act as a point of contact between the management team and internal/external clients.
• Distribute internal communications and announcements to staff.
• Assist with drafting, formatting, and proofreading official documents and communications.

Financial and Clerical Assistance:

• Assist with basic bookkeeping tasks such as processing invoices, tracking expenses, and submitting reimbursement claims.
• Prepare expense reports and assist in maintaining records for accounting purposes.
• Handle petty cash and process payments as required.

Project Assistance:

• Provide administrative support to specific departments or projects as needed.
• Assist in research, gathering data, and preparing materials for reports or presentations.
• Help coordinate company events, trainings, and team-building activities.

Confidentiality:

• Handle sensitive information and documents with discretion and confidentiality.
• Ensure compliance with company policies and procedures regarding information security.