Admin Assistant / Liaison

JOB DESCRIPTION

SUMMARY OF JOB DESCRIPTION

The Admin Assistant reports to the HR Shared Services Manager on a day-to-day basis. This position will support the Administrative needs for shared services operation.

CORE RESPONSIBILITIES

· Responsible for the facilitation of processes necessary to activate administrative and safety officer functions. In addition, the position shall also support in managing initiatives developed and conceptualized for the purpose of initiating and sustaining transformation of the entire shared services division.

DUTIES AND RESPONSIBILITIES

ADMINISTRATIVE FUNCTION

Assist with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments; completing expenses reports; composing and preparing correspondence; arranging complex and detailed travel plans; itineraries and agendas and compiling documents for meeting.
Give guidance in handling requests, errors, problems, complaints and/or disputes.
Prepare and manage reports, manuals, correspondence, and other documents.
Maintain records, including inventory, orders, supplies, and maintenance documentation.
Fixed Assets - keeping track of the location, assignees, and condition of all company assets (affiliates)
Mobile Phones and ICT devices - management of all company mobile phone accounts and facilitate corporate account application including its assignees, applications, renewals, terminations, and assistance in the handling of telco issues and concerns.
Travel – facilitation of all official travels
Motorpool – assistance of all company-owned vehicles e.g. assignees, registration, etc (affiliates).
Housekeeping and pest control – upkeep of the office, including janitorial, sanitation, disinfection, and maintenance (affiliates)
Create monthly vendor and consumables reports to present trending, historical costs, and changes in consumption rates with regard to expense details, budgeting, and pricing (affiliates).
Conducts monthly physical Inventory of office equipment, supplies, and furniture (affiliates).
Assist in negotiating a contract with suppliers to obtain the best price and service, competitive bidding for vendor services
Maintain contractual and business relationships with vendors to communicate policies, expectations, payment information, and areas of improvement.
Do liaison tasks
QUALIFICATIONS

Candidate must possess at least a Bachelor's Degree of Business Administration, Office Management or any
Nice to have experience in administrative function and liaison
Can work under pressure with minimal supervision.
Team player
Computer literate such as MS Office applications, has software knowledge on Microsoft project
Detail-oriented, service-oriented, honest and can multi task.
Proficient in English both written and verbal communication
Have driver’s license
COMPETENCIES

1. Result and service-oriented

2. Can handle confidential matters

3. Attention to details

4. Strong leadership skills

5. Customer focus

6. Problem-solving skills

7. Can manage conflict

8. Good Tagalog and English speaking skills

9. Able to work independently

10. Show good computer skills

11. Can develop and influence others

12. Develop effective processes

13. Can build a successful team

14. Compensation & Benefits knowledge

15. High-spirited and exudes a positive attitude.

16. Conscientious in terms of being on time and at work