Administrative Assistant

Job Description:

• Receptionist Duties

Greets and welcomes employees and visitors, ensuring a positive first impression;

• Answers and directs incoming phone calls for the firm and its employees;

Screens and directs calls and visitors to appropriate personnel;

• Manages the reception area, ensuring it is clean and organized.

• Facilities Management

Oversees office, including maintenance, repairs, and security;

• Ensures a clean, organized, and safe office environment;

Manages office keys;

• Manages inventory of office assets;

Establishes budgets, requests, and logistic plans related to the department's activities;

• Coordinates procurement and payment of vendor services, firm's assets, pantry, office, and cleaning supplies;

Files/renews business, sanitary permits, and all other documents necessary for the continued operations of the office;

• Coordinates lease, leasehold improvements, and all other activities necessary in opening an office site.

Manages records, databases, reports, and presentations;

• Assists in managing the firm's condominium units;

Prepares letters necessary to manage the office operations.

• Business Continuity Plan and Communication

Handles incoming and outgoing communications, including emails, phone calls, and written correspondence;

• Serves as a communication hub during a business continuity event, helping to disseminate information to employees, stakeholders, and relevant parties according to the BCP's communication protocols;

Maintains updated contact lists of key personnel, emergency contacts, and vendors that are essential during a business continuity event;

• Responsible for gathering and compiling incident reports and data during a business disruption, which can be crucial for post-incident analysis and improvements of the BCP.

• Human Resource & Finance Support

Supports the Statutory Benefit Administration (Processing/Managing of SSS, PhilHealth, Pag-Ibig);

• Sources, plans, and coordinates events such as, but not limited to: Firm events, gatherings, conference meetings, and trainings;

Makes travel arrangements, including booking flights, hotels, and transportation;

• Oversees event setup, including venue selection, decorations, catering, and audio-visual arrangements, registrations;

Ensures smooth event execution, including onsite coordination and troubleshooting;

• Assists the Finance department in physical bank transactions.

• Job Specifications:

Graduate of Business Administration, Office Management or equivalent;

• Ability to provide good administrative support in handling office requirements and employee management;

Ability to follow instructions and carry them out efficiently;

• Detail-oriented and must be able to provide accurate reports;

Flexibility to expand work hours as necessary and support business needs;

• Demonstrates good work ethics in dealing with management and colleagues;

Willing to support the HCGlobal's _Pampanga and Ortigas Office _if needed.

Job Type: Full-time

Benefits:

• Company events

Health insurance

• Life insurance

Opportunities for promotion

• Pay raise

Schedule:

• 8 hour shift

Monday to Friday
Supplemental Pay:

• 13th month salary

Bonus pay

• Performance bonus

Experience:

* Administrative Assistant: 1 year (Required)