Administrative Assistant

FILINVEST COMPANY: FILINVEST LAND, INC.

JOB SUMMARY: 

The Administrative Assistant is responsible in providing efficient and professional administrative services and support to the Department or Division Head. He/She is also in-charge in assisting the head in a day-to-day activities and other general and clerical office duties. Moreover, the Administrative Assistant/Associate performs routine clerical and organizational tasks like organizing files, scheduling of appointments and meetings and answering telephone calls.

KEY FUNCTIONS/DUTIES AND RESPONSIBILITIES:

1. Provide Assistance to Division or Department Head

ON ADMINISTRATIVE AND PERSONAL FUNCTIONS

Screens visitors as to priorities/urgencies and/or refer them to the appropriate persons.
Prepares and types internal and/or external memos. reports. business correspondences, letters. e-mail, etc.
Prepares and monitors itineraries and attendance for timekeeping and filing of leaves, Official business for approval of the President and for submission to HR Dept.
Prepares data entry of all receipts required for tax refund.
Handles a day-to-day operations and specific tasks in a fast-paced environment

TELEPHONE CALLS
Answers politely telephone calls and/or inquiries from callers within the company and from the outside sources.
Immediately responds to incoming phone calls and accurately records and relays all important messages.
Assists the Vice President to call his staff for any queries and concerns.
Assists the personnel and transfers calls to concerned department.

SCHEDULING AND MONITORING OF MEETINGS
Early preparation for schedule of daily meetings and weekly activities in coordination with the schedule and activities of the department.
Set up appointments and monitor the calendar activities.

Maintains office calendar and manages scheduling, prioritizing, arranging, organizing and coordinating meetings and appointments to meet work flow including video conference meetings.

2. Assists Department Concerns

Tags on the HRIS printed forms duly signed and approved by the Head for all applied leaves, official businesses, overtime works, offset leaves and failure to log in/out of all department staff.

Regularly prepares office supplies request for monthly consumption as per approved budget.

Checks and monitors monthly billing of the cellular phone assigned to the department and prepares request for payment for processing and payment.

Prepares and monitors Department Scheduled Leaves.

Coordinates and maintains records for staff.

3. Records, Inputs and Monitors all Incoming and Outgoing Documents and Filing

Maintains an organized and orderly file at correspondences that comes in and out of the department for easy access.

Formally logging correspondences of all incoming and outgoing documents for monitoring purposes.

Responsible for the updates and maintenance of the filing systems including photocopying and scanning.

4. Efficiently process and effectively controls and monitors the processing and release of Request of payments and billings

Checks if all received requests for payment are complying with the required attachments prior to forwarding to the Head for approval.

Tags on the Sapphire System approved and signed printed form by the Head.

Records and files all received and approved request for down payment for monitoring.

5. Assist in other tasks that may be given by the Department Head

Conducts research, compile date and prepares presentation for consideration and approval and others tasks that may be assigned.

EDUCATION, TRAININGS, LICENSES REQUIRED:

• Any 4-year Business Course
• At least 1-year work experience