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Reporting to: People & Culture Director
Duty Post: Taguig City
P&C Administrative Assistant
WHAT IS THIS ROLE ABOUT:
The P&C Administrative Assistant provides comprehensive administrative support across office operations, including facilities management, expense processing, vendor coordination, and travel arrangements. This role ensures smooth day-to-day functioning by managing procurement, payments, and third-party services while maintaining compliance with company policies and timelines.
WHAT WILL YOU DO
General Office Administration & Expense Management
- Coordinate with PPO for PR/GR preparation, including requisition and proper storage of office and printer supplies.
- Manage procurement and inventory of pantry, comfort room, and cleaning supplies to ensure availability and upkeep.
- Create and process Purchase Orders (PO) in the system, monitor vendor/service provider payments, and ensure timely settlement.
- Handle expense reimbursements for managers, ensuring accuracy and compliance with company policies.
Facility Management
- Oversee payment of head office rental and utilities (electricity, water) to maintain uninterrupted operations.
- Ensure regular maintenance of the head office building and office printers for optimal functionality.
- Coordinate disinfection activities for the head office and branch locations to maintain health and safety standards.
Vendor & Third-Party Service Provider Management
- Manage third-party personnel providing messenger, janitorial, maintenance, and driving services, ensuring service quality and adherence to agreements.
- Schedule drivers and transportation services efficiently to support business needs.
Travel Desk Management
- Process travel requests for P&C employees in compliance with company travel policies.
- Liaise with JTI-authorized travel agents to provide flight options and confirm bookings.
- Track and update travel records, ensuring accurate documentation and timely reporting.
- Coordinate with Market Finance for payment and settlement of travel invoices and employee travel claims.
- Ensure timely resolution of pending issues or disputed transactions with AMEX and travel agents.
- Arrange hotel accommodations and local transportation by coordinating with administrative staff at destination points.
Other Responsibilities
- Manage ad hoc tasks and projects as assigned by the manager, demonstrating flexibility and problem-solving skills.
WHAT ARE WE LOOKING FOR
- Bachelor's degree in Secretarial Studies, Business Administration, or related field.
- Minimum of3 years of experience in administrative or secretarial roles, preferably supporting multiple functions or departments.
- Strong proficiency in MS Office applications (Word, Excel, PowerPoint) certification in MS Office tools is an advantage.
- Excellent verbal and written communication skills in English and Filipino, with strong interpersonal abilities.
- Solid understanding of procurement processes, expense management, and vendor coordination.
- Familiarity with SAP or similar ERP systems for PR/PO creation and GR posting is highly desirable.
- Strong organizational and time-management skills with the ability to prioritize tasks and meet deadlines.
- Detail-oriented with a high level of accuracy in handling documentation and financial transactions.
- Ability to manage confidential information with discretion and integrity.
- Problem-solving mindset and adaptability to handle ad hoc tasks and projects.
- Knowledge of travel management processes and coordination with third-party service providers is an advantage.
Are you ready to join us Build your success story at JTI. Apply now!
Next Steps:
After applying, if selected, please anticipate the following within 1-3 weeks of the job posting closure: Phone screening with Talent Advisor Assessment tests Interviews Offer. Each step is eliminatory and may vary by role type.
At JTI, we strive to create a diverse and inclusive work environment. As an equal-opportunity employer, we welcome applicants from all backgrounds. If you need any specific support, alternative formats, or have other access requirements, please let us know.
