Administrative Assistant

DUTIES & RESPONSIBILITIES

A. Office Management

• Act as receptionist; screen and forward incoming phone calls, greet and direct guests to the appropriate person/office
• Manage day-to-day office operations, including but not limited to maintaining office orderliness, regular maintenance schedule, coordinating repairs, etc.
• Process all incoming correspondences and deliveries, route to other departments when necessary
• Manage office, pantry and cleaning supplies by monitoring inventory level of stocks; anticipate, place and expedite orders for needed supplies
• Ensure proper filing of office records, including scanning and photocopying.

B. Administrative Support

• Handle petty cash fund
• Prepare payment request forms for admin-related billings
• Provide general administrative support to all departments including but not limited to booking travel arrangements, scheduling meetings, organizing company events, composing letters and other correspondences, etc.
• Handle procurement process from sourcing to payment of administrative needs
• Support various departments and executives on additional administrative tasks and special projects as assigned.

C. Asset Management

• Maintain and update database of company’s assets
• Provide support in the acquisition, maintenance and disposal of company assets
• Secure and renew company asset insurance
• Handle fleet-related concerns including but not limited to expat driver support, vehicle maintenance, repair activities, fleet card usage, registration renewal, etc.
• Perform other duties that may be assigned from time to time

QUALIFICATIONS

• Bachelor's degree graduate of any course
• At least 1-2 years of experience in providing administrative support
• Experience in asset/fleet management support an advantage but not required
• Excellent written and oral communication skills
• Proficient in operating office equipment and knowledgeable with office software applications
• Good interpersonal and organizational skills
• Resourceful and able to manage multiple tasks simultaneously
• Can work under minimum supervision
• Highly motivated
• Willing to work on-site in Greenhills, San Juan area

DUTIES & RESPONSIBILITIES

A. Office Management

• Act as receptionist; screen and forward incoming phone calls, greet and direct guests to the appropriate person/office
• Manage day-to-day office operations, including but not limited to maintaining office orderliness, regular maintenance schedule, coordinating repairs, etc.
• Process all incoming correspondences and deliveries, route to other departments when necessary
• Manage office, pantry and cleaning supplies by monitoring inventory level of stocks; anticipate, place and expedite orders for needed supplies
• Ensure proper filing of office records, including scanning and photocopying.

B. Administrative Support

• Handle petty cash fund
• Prepare payment request forms for admin-related billings
• Provide general administrative support to all departments including but not limited to booking travel arrangements, scheduling meetings, organizing company events, composing letters and other correspondences, etc.
• Handle procurement process from sourcing to payment of administrative needs
• Support various departments and executives on additional administrative tasks and special projects as assigned.

C. Asset Management

• Maintain and update database of company’s assets
• Provide support in the acquisition, maintenance and disposal of company assets
• Secure and renew company asset insurance
• Handle fleet-related concerns including but not limited to expat driver support, vehicle maintenance, repair activities, fleet card usage, registration renewal, etc.
• Perform other duties that may be assigned from time to time

QUALIFICATIONS

• Bachelor's degree graduate of any course
• At least 1-2 years of experience in providing administrative support
• Experience in asset/fleet management support an advantage but not required
• Excellent written and oral communication skills
• Proficient in operating office equipment and knowledgeable with office software applications
• Good interpersonal and organizational skills
• Resourceful and able to manage multiple tasks simultaneously
• Can work under minimum supervision
• Highly motivated
• Willing to work on-site in Greenhills, San Juan area