JOB DESCRIPTION DETAILS

The Administrative Officer provides personal, secretarial, and administrative support to maintain successful office operations. This position will be the point of contact for all Davao – related administrative support concerns.

PRIMARY DUTIES & RESPONSIBILITIES

Executive Assistant Responsibilities:

• Drafts and finalizes proposals, reports, and letters.
• Schedules meetings for immediate superiors
• Monitors e-mails of immediate superior and ensure that urgent matters are responded to immediately.
• Manages communication channels, such as phone calls and emails.
• Updates calendar and contact lists of immediate superiors.
• Files and archives documents
• Prepares requests for cash and supplies.
• Sets up travel arrangements and accommodations for immediate superiors and visitors.

Administrative Responsibilities:

• Manages office supplies and orders new supplies as needed.
• Helps the administration team to plan and orchestrate work to ensure that organizational goals are achieved, and best practices are upheld.
• Ensures the functionality of necessary office equipment, and requisitioning new equipment and supplies as needed.
• Coordinates schedules, arranges meetings, distributes memos, and reports, and ensures that everyone is kept current of necessary company news and information.
• Conferences with the accounting department to help make payments, process incoming invoices, and verify receipts.
• Assists with budget preparation and track expenditures.
• Ensures a safe and clean work environment.
• Prepares billings for engagements under Davao account.
• Collects billings released under Davao account.
• Monitors account receivables under Davao account.
• Deposit collections.
• Handles petty cash fund for daily expenses (2k below); and replenish petty cash fund if fully utilized.
• Prepares Request for Payment (RFP) for monthly overhead (e.g. office and parking rentals, janitorial services, utility bills)
• Process renewals of Business Permit.
• Helps HR to manage company events to foster culture and employee engagement.
• And other administrative duties and responsibilities.

QUALIFICATIONS

• Bachelor’s degree in Business, Management, or other related fields
• At least three years of experience working as an executive assistant, administrative assistant, or other secretarial position.

OTHER QUALIFICATIONS:

• Impeccable communication skills
• High sense of integrity.
• Ability to wear multiple hats at the same time.
• Ability to understand instructions with little or no follow-up
• Strong computer and internet research skills
• Ability to multitask and prioritize daily workload.
• Excellent interpersonal skills
• Exemplary planning and, problem-solving, and time management skills
• Discretion and confidentiality
• Proficiency in Microsoft Office applications
• Ability to work independently and collaboratively in a fast-paced environment
• Flexible, adaptable, has initiative
• Willingness to work for 5 days onsite.

Please refer to job description.