Administrative Associate, Muntinlupa

The Administrative Associate plays a vital role in ensuring the smooth and efficient operation of an organization by managing office activities, coordinating administrative tasks, and supporting various departments. This position involves handling communications, scheduling, record-keeping, and office management to maintain an organized and productive work environment.

RESPONSIBILIITIES:

A. Office Management

- Ensure the smooth running of daily office operations.

- Maintain office supplies inventory and place orders as needed.

- organize and manage office files, records, and documents (both physical and digital)

B. Scheduling & Communication Management

- Handle incoming and outgoing emails, calls, and other communications.

- Draft letters, report, memos, and presentations.

- Serve as a point of contact for internal and external clients, franchisees, DVC.

- Manager calendars and schedule meetings, appointment, and events.

- Arrange travel, accommodations, and itineraries for executives or staff.

- Prepare meeting agendas and take minutes when required.

- Organize corporate events, meetings, and team -building activities.

- Handle logistics for conferences, seminars, and workshops.

- Coordinate catering, venue bookings, and guest management.

C. Administrative Support

- Provide administrative support to various departments or teams as required.

- Prepare reports, presentations, and documents as needed.

- Assist in the preparation of budgets, expense reports, and financial documents.

D. Human Resources Support

- Assist in onboarding new employees and maintaining HR records.

- Help with recruitment by coordinating interviews and screening resumes.

- Assist in managing employee attendance, leave records, and payroll assistance.

E. Facilities Management

- Oversee office maintenance, cleanliness, and security.

- Coordinate repairs and maintenance of office equipment.

- Manage relationships with vendors and service providers.

F. Finance & Budget Management

- Process invoices, reimbursements, and basic bookkeeping.

- Monitor office expenses and prepare reports for management.

- Manager budget planning and financial documents.

- Process Tax payments of clients.

G. Policy and Procedure Compliance

- Ensure compliance with organizational policies, procedures, and regulations.

- Develop, update, and communicate administrative policies and procedures as needed.

- provide guidance and training to staff on administrative policies and procedures.

H. Data Management

- Maintain and update databases and information system.

- Ensure data accuracy, integrity, and confidentiality.

- Generate and analyze reports as required.

I. IT & Office Equipment Management

- Ensure office equipment (printers, computers, telephones) is functioning properly.

- Coordinate with IT support for troubleshooting technical issues.

- Maintain databases and data entry for company records.

J. Risk Management

- Identify potential risks to administrative operations and develop mitigations strategies.

- Implement measures to safeguard sensitive information and assets.

- Respond to emergencies or crises according to established protocols.

K. Professional Development

- Stay updated on best practices, trends, and developments in administrative management.

- Participate in training and development activities to enhance skills and knowledge.

QUALIFICATIONS:

- Graduate of Office Administrations or any related field.

- at least 1 year of experience as Admin Associate/Officer

- Keen to details and with sense of urgency and priority

- Familiar with Quickbooks online

Monday to Saturday

8:00am to 5:00 pm