Administrative Specialist/Assistant, Manila

The Admin Associate provides administrative, coordination, and monitoring support to the Managing Director and the business unit. The role ensures that instructions are properly followed, reports are monitored, records are secured, and coordination across departments is efficient. The Admin Associate supports process documentation, onboarding, system access, compliance, and client communication.

PRIMARY DUTIES AND RESPONSIBILITIES

Administrative & Executive Support

Assist the Managing Director in organizing, monitoring, and coordinating assigned administrative tasks.

Ensure that instructions and directives from the Managing Director are properly communicated and followed up with concerned departments.

Monitor reports and consolidate concerns for proper escalation to the Managing Director.

Serve as a coordinator between department employees and the Managing Director.

Assist during department meetings by preparing documents, recording minutes, and monitoring action items.

Support tasks delegated by the Managing Director and provide regular status updates.

Business Process Support

Assist in drafting, documenting, and updating policies and procedures to improve organization and internal control of the business unit.

Support process improvement initiatives by:

oCreating and maintaining forms

oAssisting in digitization of manual processes

Coordinate with the Business Process team to support improvements within the business unit.

Assist in setting up and maintaining GDrive reports and folders for the business unit.

Onboarding Support

Assist the Human Resources Department in onboarding new employees assigned to the business unit.

Provide GDrive access and orientation on file structure and reporting requirements.

System Access Coordination

Assist in coordinating system access requests for business unit employees based on approved roles and responsibilities.

Maintain records of system access granted to employees.

Data Security & Records Management

Manage and maintain the business units GDrive, ensuring files are accurate, updated, and properly organized.

Conduct regular (weekly) checks to ensure files are secured and access permissions are properly controlled.

Ensure all reports and documents are properly filed in the designated data room.

Maintain physical filing systems by:

oEnsuring access is limited to authorized personnel

oKeeping documents properly labeled, secured, and organized

Safekeep important documents and assist in monitoring sensitive records and items.

Compliance & Reporting

Monitor timely submission of required reports from departments.

Review reports for completeness and compliance with company policies and procedures prior to submission.

Prepare and submit a weekly administrative report to the Managing Director.

Client Communication

Receive and coordinate client concerns.

Resolve concerns within scope or escalate to the appropriate person within 24 hours.

Ensure proper documentation and follow-up of all client-related concerns.