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Receptionist/Admin Associate

August 01, 2018

Job Summary:

  • Responsible for overall office administration
  • Responsible for the proper documentation and accuracy of files in the office.
  • Primary contact person in coordinating efforts for the different groups.

Key Areas and Responsibilities:

LEADERSHIP & ADMINISTRATION

  • Ensures that all office requirements are readily available and properly stored. Spot checks all supplies regularly.
  • Primary contact person in the office who handles all messages and inquiries in the office promptly and efficiently.
  • Ensures the clients and suppliers’ database are kept updated.
  • Coordinates with the Liaison Officer and ensures that tasks are prioritized and accomplished.
  • Handles all the company requirements for accreditation purposes.
  • Handles filling of all submitted proposals, contracts, P.O. received and other necessary forms of the company.
  • Issuance of checks to suppliers

COMMUNICATION

  • Attends regular meetings and prepares minutes. Reports any highlights, concerns and challenges.

PROFITABILITY

  • Monitors and controls profitability. 
  • Practices and implements all cost savings initiative within her area. 

OTHER DUTIES

  • Handles other related tasks or jobs at any given time.

ADMINISTRATIVE TASKS

  • Distributing Newspapers
  • Printing resume of Applicants
  • Scheduling their exam and interview 
  • Calling/texting applicants
  • Handling schedule of conference
  • Register participants for a Seminar
  • Settling all things needed in an Activity
  • Distributing of signed documents to four companies.

RECEPTIONIST

  • Begin each day 
  • Get daily forex
  • Assist visitors to their concerned party
  • Maintain cleanliness (Conference room, pantry and reception area) 
  • Check the air-condition units (12PM/6PM turn-off / Check the breaker (8-9am)
  • Receive & Transfer calls to all Departments
  • Take the message if the calling party is not around, relay the message. 
  • Distribution of Incoming fax documents (Concerning all Dept.-logbook)
  • Distribution of Mails
  • Releasing of checks (Every Fri 3-5pm)
  • Flight inquiries-PAL-855-8888, Cebu Pacific-702-0888
  • Monitor Mineral water 
  • GNSI -23/F Summit One Office Tower Shaw  Blvd. Mandaluyong City
  • First Aid
  • Monitor log of Conference room and projector
  • Post/relay memo from Ignacia Place building