Administrative Specialist/Assistant
YTO
1. Administrative Support
Manage day-to-day office operations, ensuring cleanliness, functionality, and orderliness of the work environment. Maintain and update office records and filing systems, both physical and electronic. Perform general clerical duties including preparation, photocopying, scanning, and filing of documents. Prepare reports, memos, letters, and other documents using word processing, spreadsheet, database, or presentation software. Manage incoming and outgoing correspondence and ensure proper documentation. Coordinate with internal departments and external contacts. Perform other related duties as assigned by the supervisor or management.
2. BPLO Compliance and Property Coordination
Monitor and manage compliance with local BPLO requirements. Track and maintain awareness of contract of lease terms and deadlines. Communicate and coordinate with lessors regarding leasing concerns. Manage utility applications, usage monitoring, and payment coordination. Oversee ingress/egress activities related to warehouse access and auditing. Coordinate with branches for any warehouse concerns & communicate these to the lessor; visit warehouses (current & potential).
3. Compliance Monitoring
Ensure all administrative activities comply with organizational policies and procedures. Maintain and organize complete documentation for all transactions to support audit readiness. Identify and report non-compliance issues or gaps in documentation.
4 . Asset Management
Maintain and regularly update the office asset register. Ensure all organizational assets are properly tagged and tracked. Oversee office supplies and consumables, ensuring timely restocking and proper documentation. Conduct periodic physical asset inventories and reconcile results with central inventory records. Document any asset movement, transfer, or disposal in line with established procedures. Coordinate with the Asset Department Manager during periodic reviews or inventory checks. Report any missing, damaged, or misused assets to the Asset Department Manager. Support in the proper labeling and safeguarding of all office equipment. Coordinate with Sorting Center for delivery of assets/supplies to branches.
5 . Reporting and Documentation
Submit periodic administrative and asset inventory reports. Keep logs, forms, and checklists up to date for asset monitoring and compliance tracking. Ensure that all records are properly filed and accessible for internal review or audit.
Job Requirements
- Bachelor’s degree in Business Administration or a related field.
- Minimum of 1-2 years of relevant work experience in administration, logistics, or asset management.
- Proficient in Microsoft Office applications.
- Strong knowledge of basic inventory and filing systems.
- Ability to handle confidential information with integrity and discretion.
- Ability to multitask and prioritize effectively
- Professional demeanor and interpersonal skills.
- Strong organizational, time-management, problem-solving, and record-keeping skills, with keen attention to detail and integrity in handling documents and assets.
- Excellent written and verbal communication abilities, along with strong coordination and interpersonal skills.
- Professional demeanor and interpersonal skills.
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