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Administrative Assistant

1 Year or Less
Established in 2020
2-10 Employees
Unit 103 Mahogany Place, Pope John Paul II Avenue, Mabolo, Cebu City, Cebu
Total vacancies for this job title: 1
Posted On: January 11, 2022
Job ID: 393127

Details

Position Summary:

Administrative Assistants provide support to managers, other employees, and office visitors by handling variety of tasks in order to ensure that all interactions between the organization and others are positive and productive.

 

We are looking for a master multi-tasker with excellent communication skills and an upbeat attitude. Candidates should be able to assist management and all visitors to the company by handling office tasks, providing polite and professional assistance via phone, mail, and e-mail, making product inventories, making invoices, assist logistics and distributions, or travel arrangements.

 

To be successful as an administrative assistant, candidates should be professional, polite, and attentive while also being accurate.  They should always be prepared and responsive, willing to meet each challenge directly.  Administrative assistants must be comfortable with computers, general office tasks, and excel at both verbal and written communication. Most importantly, administrative assistants should have a genuine desire to meet the needs of others.

 

Responsibilities and Accountabilities

  • Managing office communications – phone calls, emails, social media pages, and traditional mail

  • Maintaining office services, including IT resources and facilities

  • Collaborating across departments to help plan events and initiatives

  • Maintaining contact lists

  • Keeping the office filing system in order

  • Representing office interests in relationships with external associates, including vendors, consultants, and clients

  • Creating invoices and delivery receipts

  • Tracking and ordering office supplies

  • Records purchases, maintains database, performs physical count of inventory, and reconciles actual stock count to computer-generated reports and investigate problems,

  • Providing as-needed support to managers, employees, and clients

  • Keeping shared office spaces organized

  • Handling incoming and outgoing packages and mail

  • Coordinating the logistics of purchase orders, stock transfers, deliveries, tagging, and processing.

  • Tracking inbound and outbound orders to prevent overstocking and out-of-stock (OOS).

  • Performing regular stock checks and reporting any issues to the supervisor.

  • Performs miscellaneous job-related duties as assigned by immediate superior

May be expected to:

  • Recognized and respond to potential problems

  • Take initiative to solve problems independently and creatively (make decisions and deal with issues without requiring input from anyone else)

  • Effectively and respectfully communicate with internal and external stakeholders across all mediums

  • Strategically manage time

  • Multitask and quickly shift tasks to complete a variety of tasks without letting anything fall through the cracks

  • Organize and process information while also keeping track of physical items and projects to maximize productivity

  • Maintain composure when things go wrong

  • Be prompt and always prepared

  • Remember key details as multiple people make verbal, hand-written, and emailed requests throughout the day

  • Work quickly, but accurately

Qualifications

  • Bachelor’s degree in business, information technology, or related field

  • Understanding of the inventory and distribution process and dynamics

  • Ability to reconcile stock counts to report data.

  • Database management skills.

  • Good analytical and logistical thinking abilities.

  • Ability to prepare routine administrative paperwork.

  • Ability to receive, stock, and/or deliver goods.

  • Strong written and verbal communication skills.

  • Exceptional collaboration and negotiation abilities.

  • Excellent time management and organizational skills.

How to Apply


Send your updated resume to hr.essencialife@gmail.com / gretchen@essencialife.com or you may walk in at Unit 103 Mahogany Place, Pope John Paul II Avenue, Brgy. Mabolo, Cebu City.

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