Appen

  • Facilities and Administrative Assistant

    Job Locations PH-Davao City
    Posted Date 7 days ago(1/14/2019 1:52 AM)
    ID
    2019-4287
    Category
    Project Assistant
  • Overview

    POSITION SUMMARY:  

     

    The Administrative Assistant will assist in the smooth functioning of the daily activities of Appen Davao office. He or she will provide general office administration and support, serving as the primary receptionist and executive assistant to the General Manager. 

     

    REQUIRED KNOWLEDGE, SKILLS AND ABILITIES: 

    • BS or BA degree from an accredited University or equivalent work experience preferred
    • At least 2 years of experience in administrative, facilities maintenance or related work 
    • Experience as a hotel front-desk/ receptionist is an advantage
    • Background in finance is an advantage
    • Proficient in MS Office (Outlook, PowerPoint, Excel and Word) 
    • Excellent planning and organizing skills 
    • Excellent communication skills (verbal and written) 
    • Excellent interpersonal skills 
    • Sensitivity to confidential matters is required 
    • Self-motivated, detail oriented, must be able to multi-task and can perform tasks with minimal supervision 

     

    KEY RESPONSIBILITIES: 

    • Serves as Administrative Assistant to Operations, Finance, Executive and Supervisory staff and assisting and coordinating general office tasks and operations 
    • Serves as primary receptionist with main tasks of receiving guests and answering telephone calls, scheduling of appointments and office correspondence 
    • Maintains appropriate and timely inventory of office supplies and equipment 
    • Responsible for maintaining current and documented inventory of office equipment and assets as well as coordinate scheduled equipment and property maintenance to ensure proper office appearance 
    • Prepare, coordinate and organize meetings as required to include room reservations, notification to members, and distribution of meeting materials and minutes 
    • Prepare travel arrangements as required 
    • Create, process and monitor purchase orders/agreements, contracts, multiple accounts, and perform other tasks ensuring accuracy and meeting all established deadlines 
    • Regularly orders custodial and office supplies 
    • Regularly processes helpdesk tickets addressed for issues involving Facilities and Admin 
    • Regularly receives and delivers freight and mails 
    • Assists with the purchasing and delivery of furniture and other building furnishings as directed by supervisor 
    • Assists with bid documents for new construction, remodel, maintenance repairs, equipment and custodial supplies 
    • Assists with the distribution and monitoring of building keys, printing of electronic keys and inventory management 
    • Assists with storage management as directed by supervisor 
    • Operates standard office machines and equipment including computers, scanners, printers, copiers, calculators and FAX machines 
    • Monitor, report and troubleshoot (basic) facilities and equipment issues 
    • Occasionally perform work beyond a standard 40-hour work week when work-load requires 
    • Coordinate and liaise with project coordinators and staff as required and may perform other clerical duties, office errands and other job-related assignments. 
    • Regularly processes accounts payable for the Facilities Department including creating purchase orders, following them to completion and submission to Fiscal Services for payment. 
    • As needed, assists Finance department in handling routine financial matters including issuing and record keeping of receipts and memoranda

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