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Administrative Assistant

Create monthly vendor and consumables reports to present trending, historical costs, and changes in consumption rates with regard to expense details, budgeting, and pricing, PEZA compliance coordinator.

Roles and Responsibilities:

• Create monthly vendor and consumables reports to present trending, historical costs, and changes in consumption rates with regard to expense details, budgeting, and pricing
• Make sure that all Capex and non-capex items that would require PEZA permits are filed on time
• Filling of 8105 and 8106
• Safekeeping of all important documents. Like (surety bonds. BOC COR, PEZA permits, OMB, etc.)
• Will be assigned to personally visit the PEZA office for any submission of documents and properly coordination for any concerns.
• Conducts monthly physical Inventory of office equipment, supplies, and furniture.
• Facilitation, repair, and maintenance of office property within premises.
• Conducts roving and monitoring of facilities and prepares incident and post-mortem for progress.
• Administering business processes, procedures, and assisting the Admin Supervisor in the day-to-day operations.
• Monitors and evaluates pantry concessionaire performance
• Coordinates with suppliers/vendors for the purchasing and canvassing of requirements needed by the different dept.
• Monitoring of recurring and non-recurring invoices, and reconciliation of unpaid invoices.
• Preparation of comparison report /canvas sheet.
• Checking of registers for all inward and outward items, materials, and equipment
• Coordinate with the Building Admin., supplier, contractor, and technician for the Electrical and Mechanical works (Repairs and Preventive maintenance schedule).
• Determine core competencies and design ways and means to optimize the output of Security Officer, Maintenance, Utility, and Housekeeping Personnel.
• Administer the quarterly schedule for preventive maintenance of all Air Condition
• Facilitate a weekly roving to all offices and prepares an incident report for progress.
• Assists inquiries/complaints of employees from time to time.
• Responsible for the processing of Business Permit.
• Assist managers with any events, visitors, and occasions preparations
• Oversees vendor selection, and evaluation, and ensures the highest level of service delivery
• 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
• Facilitate corporate account application
• Assisted employees in coordinating incident reports to provide feedback to management concerning possible problems or areas of improvement
• Make recommendations to implement improved processes

Requirements

• Must have as least 1-2 years work experience in facilities management in the same capacity
• With at least 1 yr. experience in PEZA compliance
• Must have solid technical work expertise in the maintenance, development, and operation of various facilities and equipment in the BPO industry
• Must have working knowledge in construction and project management
• Must have excellent time management and coordination skills
• Strong organizational skills
• Strong analytical skills
• Can work under pressure

• Graduate of any 4-year course or any administrative-related course
• Proficiency in Excel, Excel Online, Google Sheets, or similar tools