Administrative Specialist/Assistant, Mandaluyong

Job Summary

The Administrative Assistant provides day-to-day administrative and clerical support to ensure smooth office operations. This includes handling documents, coordinating internal processes, supporting project teams, and assisting in basic finance and HR tasks.

Key Responsibilities

1. Administrative Support

• Manage and organize office documents, files, and records
• Handle incoming and outgoing communications (email, calls, messages)
• Prepare reports, letters, and basic documentation
• Maintain proper filing system (physical and digital)

2. Project & Operations Support

• Assist engineers and project teams with documentation requirements
• Track and monitor submission of reports (e.g., daily reports, billing docs)
• Coordinate schedules, meetings, and site-related requirements
• Follow up pending items with team members

3. Finance & Procurement Support

• Assist in preparation of billing documents, invoices, and purchase requests
• Monitor expenses and collect receipts for liquidation
• Coordinate with suppliers for quotations and deliveries
• Maintain simple expense tracking records

4. HR & Office Support

• Assist in attendance monitoring and payroll inputs
• Help with onboarding requirements of new employees
• Maintain employee records and files
• Support general office needs (supplies, logistics, coordination)

5. Coordination

• Serve as point of contact between office and site teams
• Coordinate with suppliers, clients, and internal staff as needed
• Ensure timely communication and follow-ups

Qualifications

• Bachelors Degree in Business Administration, Office Administration, or related field
• Fresh graduates are welcome to apply
• Experience in admin, construction, or office support is an advantage

Skills & Competencies

• Organized and detail-oriented
• Good communication skills (written and verbal)
• Proficient in MS Excel, Word, and Google Workspace
• Able to multitask and follow up tasks consistently
• Trustworthy and able to handle confidential information