The Administrative Associate/Specialist provides administrative and operational support to ensure smooth and efficient office operations. The role supports various functions within the Administration Department and adapts to evolving organizational needs. The position requires a tech-savvy individual with working knowledge of basic AI tools, strong Microsoft Excel skills, and experience in preparing trackers, reports, and data summaries.
Key Responsibilities:
Procurement Support
- Assist in scheduling and receiving goods and services for non-donation items.
- Inform concerned teams of delivery schedules and related updates.
- Assist in inspecting and accepting delivered items.
- Coordinate with Procurement and internal teams to resolve delivery, documentation, or quality issues.
- Collect, compile, and transmit documents required for payment processing, ensuring completeness and accuracy.
- Track payment status and provide regular updates to Procurement and concerned teams.
- Confirm payment completion and properly close and file all related documentation.
Asset Borrowing and Inventory Control
- Manage and maintain accurate records of office assets, inventory, and consumable supplies.
- Process borrowing requests and ensure proper approval, documentation, monitoring, and timely return of assets.
- Monitor stock levels and coordinate replenishment requests for consumable items.
- Maintain the centralized laptop inventory, including available buffer units.
- Coordinate laptop issuance, return, replacement, and record updates.
- Prepare regular inventory and asset-utilization reports using Microsoft Excel.
Email Account Management
- Assist in managing company email accounts in coordination with Corporate IT.
- Regularly review and facilitate the clean-up of inactive or unused email accounts.
- Coordinate requests for email account creation, updates, and deactivation.
- Maintain accurate email account records and prepare status reports when required.
Reports and Data Management
- Maintain accurate administrative trackers, databases, and monitoring reports.
- Use Microsoft Excel to organize and analyze data and prepare summaries, tables, charts, and reports.
- Consolidate information from various administrative functions and provide timely reports to relevant stakeholders.
- Ensure the accuracy, completeness, and confidentiality of administrative data.
- Use basic AI and digital productivity tools responsibly to improve efficiency in research, documentation, reporting, and routine administrative tasks.
Administrative and Operational Support
- Organize and file administration-related records and documents in shared folders, ensuring completeness, accuracy, and easy retrieval.
- Perform ad hoc tasks to support Administrative Shared Services.
- Oversee the storage requirements of the GBF Head Office.
- Ensure the proper organization, labeling, and efficient use of storage spaces.
- Identify and recommend opportunities to improve administrative processes through appropriate digital tools and technology.
Job Qualifications:
- Bachelor's degree in Business Administration, Office Administration, Management, Information Systems, or a related field.
- At least one year of experience in an administrative role involving multiple tasks, data management, and report preparation is preferred; fresh graduates with relevant skills and internship experience are welcome to apply.
- Candidate must be willing to be on-site both in our office in Laguna and in our head office located in Mandaluyong area.
- Tech-savvy and comfortable learning and using new systems, applications, and digital tools.
- Working knowledge of basic AI tools and their appropriate use for administrative productivity, research, documentation, and reporting.
- Proficient in Microsoft Office, particularly Excel, with experience using formulas, filters, sorting, charts, PivotTables, and other data-reporting functions.
- Experience in preparing trackers, reports, data summaries, and presentations.
- Good verbal and written communication skills.
- Detail-oriented, systematic, process-driven, and highly organized.
- Strong customer service, problem-solving, coordination, and time-management skills.
- Able to handle confidential information responsibly and maintain accurate records.
