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Administrative Assistant

Filinvest Group
On-site
Mandaluyong, Philippines

Job Summary:

The admin Assistant will handle administrative and office support activities to facilitate the efficient operation of the Office of Deputy CFO. He/she will also assists the Deputy CFO in project management by doing follow-ups on expected deliverables of project members, tracking/monitoring of project timetable and other tasks to ensure timely completion of the projects. He/she will also help in archiving, records management and document/workflow management for the Finance Division.

Key Functions/Duties and Responsibilities:

1. General Administrative and Office Support

  • answer, screen and transfer inbound phone calls
  • receive and direct visitors and clients
  • general clerical duties including photocopying, fax and mailing
  • resolve administrative problems and inquiries
  • prepare written responses to routine inquiries
  • prepare and modify documents including correspondence, reports, drafts, memos and emails
  • schedule and coordinate meetings, appointments, and travel arrangements
  • prepare agendas for meetings and prepare schedules
  • record, compile, transcribe and distribute minutes of meetings
  • open, sort and distribute incoming correspondence including checks/LOA's for signing

2. Project Management

  • ο»Ώfollow-up deliverables
  • help monitor and/or track projects timetable
  • assist in preparing project reports/presentation materials
  • schedule and coordinate meetings; prepare meeting venues

3. Archiving/Records Management and Document/Workflow Management

  • maintain electronic and hard copy filing system
  • retrieve documents from filing system
  • handle request for information and data
  • manage the archiving and filing of processed documents in onsite and offsite storage locations
  • update the status of assigned Finance work task in the Sapphire Management System

4. Performs other functions that may assigned from time to time; acts as reliever for other finance tasks

Technical Competencies and Skills:

  • ο»ΏGood communication skills (verbal and written) and interpersonal relations
  • Knowledge of administration work/records keeping
  • Experience in using a computerized system (whether accounting or operation)
  • MS Office Skills (Outlook, Word, Excel, PowerPoint)
  • Keen to details
  • Ability to work independently as well as in a team environment

Education, Trainings, Licenses required:

  • ο»ΏCollege graduate preferably in Accountancy or Management
  • At least 2 years of related working experience