Providing administrative support to ensure efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication. Responsible for confidential and time-sensitive material.
Duties and Responsibilities
Vehicle Administration
- Answers, screens, and transfers telephone calls properly.
- Monitors and processes insurance claims to brokers/insurers.
- Monitors and coordinates car plan benefits from availment to expiration of the car plan and ensures proper monitoring of insurance coverage and its charges.
- Assists with the issuance memorandum, monitors and coordinates the schedule of all Group Offices and Unit Companies’ vehicles for Smoke Emission Test and registration.
- Creates files, prepares Deed of Assignment, and secures comprehensive insurance for newly acquired vehicles before release to the assignee.
- Provides assistance in monitoring all company-acquired used vehicles that are transferred to company’s name and/or car plan holder after full payment of the car plan.
- Processes payment of insurance premium every renewal, inclusion, and/ or cancellation (if necessary) of company car insurance.
- Prepares Deed of Sale and other required documents for Sold Vehicles.
- Ensures proper and updated filing of documents of all company vehicles as well as updated master list for reference.
- Prepare payment requests for registration renewal and transfer of ownership.
Stock Custodian
- Counts, sorts, and checks incoming materials and forms delivered by the supplier against the Purchase Order and Delivery Invoice
- Maintains an updated and accurate record of stocks on hand and released items.
- Gathers Supplies Requisition Slips from different departments and unit companies and ensures that requests are served on an approved schedule.
- Check inventory periodically to determine reordering needs and verify with records.
- Prepare requests for standard stock items, supplies, or materials within established limits.
- Maintain an organized stockroom.
- Prepares monthly billing statements
- Prepare a summary report of all requisitions made per month
Administrative Duties
- Monitor and ensure that the facilities are kept tidy and projects are business-like.
- Assist departments with daily operations.
Periodic Duties
- Take primary responsibility for safekeeping and updating copies of the document master list, records master list, externally generated documents, and ISO related documents at the departmental level.
- Implement proper file management for the department
- Ensure pertinent and updated issues of ISO documents are observed at all times
- Ensure that documents of external origin are coordinated with DDC for registration and controlled stamping purposes.
- Coordinate with DDC to improve the corporate-wide Document Management System
- Promptly undertake other tasks that may be assigned by the immediate superior/ head from time to time.
- Timekeeping.
Minimum Qualifications
- Candidate must be an undergraduate with a Bachelor’s/College Degree in Human Resource Management, Business Studies/Administration/Management, Secretarial, Commerce, or equivalent.