Schedules meetings and appointments of the team including the announcement, sending of calendar invites, attendance confirmation, reservation, preparation of the materials and the venue to be used, handling of food during the meetings/ trainings and taking minutes of the meeting
In-charge of the records-keeping and management of relevant documents.
Ensures completion and accuracy of documents prior to processing (proposals/contract and invoices for processing (AORs, Designers and Consultants).
Updates, consolidates and monitors status reports on billings, contracts, for approvals, overnight work permit contracts, HR documents, organizational charts, project monitoring, project update, milestone dates, project team and any other design-related matters.
Monitors the itinerary and or site activities of the team.
Arranges and coordinates activities related to local and international travel of the team/immediate head (Travel Authorization Form, itinerary, accommodation, transportation, reimbursements and etc.).
Prepares reports related to the assigned team, based on request.
Communicates and assists customers in the resolution of customer inquiries and concerns like provide administrative related assistance and guidance in terms of policy, documentation and etc. Communicates OVP Design's announcements, instructions and etc. to the team.
Encoding of all incoming quotations and billings (for Design Officer and Supplier use).
Processes and updates requests (SAP, GR, PR Creation, PO Revision, and request for Cancellation of Purchase Order) through SAP.
Arranges and coordinates activities related to local and international travel of the managers of the team (Travel Authorization Form, itinerary, accommodation, transportation, reimbursements and etc.).
Prepares administrative documents if needed (AVPs/OICs/Managers with company vehicle, reimbursements, monthly supplies and tools for the job for newly-hired employees).
JOB REQUIREMENTS:
Graduate of any 4-year course
Working knowledge of MS Office application
Good organization skills
Able to work with minimal supervision, smart, and able to work under pressure
