ADMINISTRATIVE STAFF (SOUTH LUZON)

Job Description

_I._ _General administrative duties_

Prepares quotations and proposals

Prepares bidding documents and accreditation papers

Prepare letter of extension of delivery dates as well as prompt sales representatives on delivery schedules as needed.

Updates all accreditation papers.

Updates all eligibility requirements (CED, Mayor's permit, etc.)

Assist in handling request for Proforma Invoice from principals in coordination with purchasing.

Assist in requesting purchase order from accounting and assist in sending communication to principals for order confirmation in coordination with purchasing.

Assist in tracking demos and follow-up incoming stocks from principals, forwarders, brokers in coordination of our purchasing officer in charge, warehouse and logistic officer.

_II._ _Secretarial Duties_

Records all schedules, appointments and events.

Minute taking in Sales and Marketing meetings.

Arrangements for sales functions and launches when required

Update, print, and email Philgeps information to Sales Representatives, Regional Sales Manager, and National Sales Manager.

All communications must be well kept as well as records all incoming and outgoing calls, whether calls from principals and clients to be forwarded to proper channels.

Maintains all email contact with principals, retrieve emails from principals, prints and forward to the concerned individuals.

Facilitate visitors on their schedules, accommodation and appointments.

Prepares and arrange schedules, accommodations, fares of travelling sales and marketing people.

Study all products for future references and be able to answer basic query.

Collate and consolidate all sales reports from Technical Sales Representative and submit to the Regional Sales Manager.

• III.Accounting Duties

• I. Records, monitors and prepare daily, weekly, and monthly sales report and accounts receivable.

• II. Reconciles sales and accounts receivable with head office

• III. Petty Cash Fund Disbursements

• Responsible handling branch Petty Cash Fund

Checks liquidations and release funds upon approval of branch manager

• Prepare expense reports and summary of PCF for fund replenishment

Ensure proper accountability and custody over PCF

• IV. Check Disbursements

• Check and prepare requests for check voucher disbursements

Properly record and file check vouchers in series

• Prepare requests for fund transfers and monthly branch operating expenses report

_Education_: Bachelor's degree of any course from a reputable University or School with good scholastic and moral records.

_Experience_:

Previous experience in a secretarial role is required.

_Competencies_:

Must possess strong written and verbal communication skills.

Must be able to handle a wide variety of tasks, often performing them at the same time.

Must be professional, motivated, highly organized and able to work well alone or with a team.

Able to follow instructions and be adept at general office skills such as typing and filing.

Must be detail oriented.

Perform job functions with attention to detail, speed and accuracy.

Prioritize, organize and follow up.

Be a clear thinker, remaining calm in resolving problems using good judgment.

Understand guests needs.

Job Type: Full-time

Pay: From Php17,

• 00 per month
  
  Benefits:
• Additional leave

Company Christmas gift

• Company events

Free parking

• Health insurance

Life insurance

• Pay raise

Schedule:

• 8 hour shift

Supplemental Pay:

• 13th month salary

Bonus pay

• Overtime pay

* Yearly bonus

Expected Start Date: 08/18/2024