Administrative Assistant cum Receptionist -COMMONWEALTH QC

The Administrative Assistant is responsible for handling project documentation and correspondence in support of one or more managers. S/he provide support to managers, other employees, and office visitors by handling a variety of tasks in order to ensure that all interactions between the organization and others are positive and productive.

• Responsibilities:

Read and analyze incoming memos, letters, and reports to determine their significance and distribute appropriately.

• Serve as the front liner and assist walk-in clients on products and services the company offers.

Correspond on routine inquiries with subcontractors and vendors at the beginning and throughout the duration of a project, fax or email correspondence to the field or other locations as needed.

• Coordinate invoice routing and monitor payments to subcontractors and vendors.

Enter and maintain client and prospect data in automated system.

• Generate and edit contract based documents through contract negotiations to produce final AIA owner contract documents. Produce owner AIA change orders as required.

Answer and direct phone calls or take messages for appropriate parties.

• Verify insurance certificates and follow up to insure proper coverage is in place.

Prepare agendas for meetings and make arrangements, such as coordinating catering for luncheons, for committee, and other meetings.

• Preparing plans and specifications for pickup/shipment.

Perform general administrative duties such as but not limited to; filing, photocopying, taking and distributing meeting minutes, managing schedules, coordinating travel arrangements, scheduling appointments with internal and external parties, providing back up to switchboard, ordering supplies, sorting and distributing correspondence and maintaining database records.

• Handling office tasks, such as filing, generating reports and presentations, setting up for meetings, and reordering supplies.

Can communicate with Chinese clients (Mandarin or Fukien) is preferred.

• Administrative Assistant Requirements:

Graduate of Mass Communication, Psychology Business Administration, or equivalent.

• 1-2 years of experience providing administrative support preferably in the A/E/C industry

Knowledge of administrative and clerical procedures, generate reports, transcribe minutes from meetings, create presentations, conduct research, and systems such as word processing, e-mail, spreadsheets, and managing files and records and other office procedures at a proficient level.

• Making travel arrangements, such as booking flights, cars, and making hotel and restaurant reservations.

Greet and assist visitors, maintain polite and professional communication via phone, e-mail, and mail.

• Attention to detail.

Customer-centric attitude.

• Multilingual may be preferred or required.

Desire to be proactive and create a positive experience for others.

• Providing real-time scheduling support by booking appointments and preventing conflicts.

Anticipate the needs of others in order to ensure their seamless and positive experience.

Job Types: Full-time, Permanent, Fresh graduate

Pay: Php

• 00 - Php610.00 per day
  
  Benefits:
• Company Christmas gift

Company events

• Employee discount

Free parking

• Health insurance

On-site parking

• Opportunities for promotion

Promotion to permanent employee
Schedule:

• Day shift

Shift system
Supplemental pay types:

• 13th month salary

Overtime pay

• Performance bonus

Application Question(s):

• How soon can you start

Are you willing to be assigned in Quezon City

Experience:

• Administrative Assistant: 1 year (Preferred)

Language:

• English (Required)

Mandarin / Fukien (Required)

Location:

Quezon City (Required)