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Administrative Assistant

Department:
HR & Admin
Position Type:
Full-Time
Location:
Iloilo City, Philippines
We are seeking a versatile and organized Administrative Assistant to join our team. In this role, you will manage reception duties, perform general administrative tasks, assist visitors, organize and file company documents, and help with the renewal of company documents and licenses. Your efficiency and attention to detail will ensure the smooth operation of our office and provide essential support to our team.

Core Responsibilities

  1. Reception and Visitor Assistance
    • Welcome and assist visitors, ensuring they are directed to the appropriate person or department in a professional manner.
    • Manage and operate the reception area efficiently, including answering, screening, and directing phone calls.
    • Handle general inquiries and provide accurate information to clients and visitors.
    • Ensure all visitors sign in and out and maintain a secure environment.
    • Provide refreshments to visitors as needed and ensure their comfort.
    • Assist in organizing company events and meetings, including preparing meeting rooms and coordinating logistics.
  2. General Administrative Tasks
    • Perform a variety of administrative duties such as filing, typing, copying, binding, and scanning documents.
    • Draft and send letters, emails, and other correspondence to clients and agencies.
    • Maintain and manage office supplies inventory by regularly checking stock levels and placing orders to ensure timely replenishment.
  3. Document Organization and Filing
    • Organize and maintain the filing system for important and confidential company documents, ensuring they are filed and stored appropriately for easy retrieval.
    • Ensure all company documents are up-to-date and properly categorized.
    • Retrieve files and documents as requested by employees and management, maintaining a system of easy access and tracking.
  4. Renewal of Company Documents and Licenses
    • Assist in the timely renewal of company documents and licenses by keeping track of renewal dates and ensuring all required submissions are made on time.
    • Coordinate with relevant authorities and departments to facilitate the renewal process and resolve any issues that may arise.
    • Maintain records of all renewals and ensure that all licenses and documents are current and compliant with regulations.

Other Responsibilities

  • Perform additional tasks as required to support the administration department and the organization.

Qualifications

  • Proven administrative or assistant experience, preferably in a corporate or professional environment.
  • Graduate of any 4-year business course or at least college level.
  • At least 2 years of experience in a related role; experience in the construction industry is an advantage.
  • Excellent written and verbal communication skills.
  • Ability to establish and maintain effective working relationships with clients, colleagues, and external partners.
  • Highly organized with strong attention to detail and problem-solving skills.
  • Proficiency in Microsoft applications including Word, Excel, and Outlook.
  • Knowledge of basic accounting principles (VAT, withholding tax, billing, receipts, etc.) is a plus.


 

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