Summary
The Administrative Assistant will be responsible for providing support to Plant Expansion project (in Toledo, Cebu) in day to day operation covering logistics or project team mobilization requirements, request for payment processing of travels and expenses of personnel, and documentation controller assistance.
Responsibilities
* Ensures that the physical plant and structures, including fixtures, furniture and equipment designated for Project team’s use are well kept and maintained.
* Ensures that all basic building necessities such as light, power and air-conditioning units are available and in good working conditions at all times.
* Ensures that all office equipment including communication such as phones, teleconferencing and internet connectivity are running, in coordination with IT.
* Responsible for the proper dispatch of company vehicles according to the approved travel policy of the Company.
* Ensures that all company vehicles in his/her AOR are maintained and kept in good condition at all times.
* Provides necessary documents in aid of filing for insurance claims.
* Assist traveling team members by providing all their transportation and accommodation needs according to the prevailing Company travel policy.
* Assist traveling guests in coordination with the host department.
* Scheduling and arranging of requested internal and external meetings, which includes conference room reservation.
* Ensures that all pantry and office supplies are provided and adequately replenished on time.
* Implements ways and helpful programs that promote zero wastage of supplies. Maintains an efficient inventory/supply tracking system.
* Third Party Contractor Supervision
* Assigns tasks to utility personnel and monitors completion.
* Assigns itinerary of driver/messenger.
* Assesses and evaluates performances of the third party contractors according to scheduled review periods.
* Provides assistance to project team members requiring errands to complete regulatory and official tasks.
* Assists during company events and meetings
* Facilitates the proper and timely delivery of documents to destination by courier
* Processes invoices by utility companies, third party contractors, credit card companies, hotels, travel agencies, vendors and suppliers for payment, correctly and timely.
* Coordinates with Project Cost Controller for proper accounting of travels and representation spend.
* Ensures that all company records in hard copies that are entrusted to administration works, such as licenses, permits, registration papers, and the likes are kept safely and properly filed.
* Coordinates with/assists the Project Document Controller as necessary for record keeping of relevant project documents.
* Ensures that all such similar records in digital format are safely filed in the company issued laptops as per company policy.
* Performs other tasks and responsibilities that may be assigned
* Deliver the relevant administrative, human resources and other support functions inherent and expected from a team leader
* Extend relevant support to other departments such as, but not limited to cascading and/or adopting initiatives, programs, projects and activities
* Conforms to the company’s Quality, Environmental, Occupational Health and Safety, and Information Security Management Systems policies, standards, procedures, and guidelines based on ISO 9001, ISO 14001, OHSAS 18001, and ISO 27001 Standards
* Reports Environmental, Occupational Health and Safety, and Information Security events/incidents or potential events, or other security risks to the organization/ committees-in-charge
* Protects information assets from unauthorized access, disclosure, modification, destruction, or interference in accordance with ISMS policies. Maintains availability, confidentiality, and integrity of documents
Qualifications
* Bachelor’s Degree in any 4-year related course
* At least 3 years' experience in administrative assistant capacity
* Must be willing to be based in Toledo City, Cebu
* Must be willing to be hired under a 3-year project contract
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