Admin AssistantQuess Corporation

Job Summary
The Administrative Assistant provides essential support to the team and ensures efficient day-to-day office operations. The role includes handling administrative tasks, managing schedules, coordinating communications, and supporting overall organizational productivity.
 
Key Responsibilities
General Administrative Support
1. Manage and organize documents, reports, and records (both digital and physical)
2. Maintain filing systems and ensure data accuracy
3. Assist in drafting, editing, and formatting correspondence, presentations, and reports.
Regulatory Compliance & Permit Processing
1. Handle the end-to-end process for securing local and national permits, business licenses, compliance certificates and other regulatory documentations.
2. Liase with local government agencies, ex. LGU, PEZA, BIR, SEC, and other regulatory body
3. Maintain an updated record of permits, ensuring timely renewal and submission to avoid operational delays.
Scheduling & Coordination
1. Organize travel arrangements, accommodations, and itineraries for business trips
2. Take minutes during meetings and ensure timely dissemination of action items.
Communication Management
1. Manage vendor relationships for services such as security, housekeeping, catering, maintenance.
2. Serve as the point of contact for internal and external communications.
3.Assist with preparation and distribution of memos, announcements, and reports.
Site Support for Business Continuity
1. Collaborate with internal departments to address infrastructure or administrative concerns.
2. Support IT, HR and Operations teams in implementing site-specific projects and initatives.
3. Assist in organizing team events, workshops, and meetings. Support the execution of special projects as assigned. 
 
Qualifications
Bachelor's degree in Business Administration, Management, or any related field.
Minimum of 1-2 years experience in administrative management, with focus on admin functions, regulatory compliance, permits, and certifications.
Demonstrated experience working with LGUs, PEZA, BIR and other Philippine regulatory and government agencies.
Strong knowledge of Philippine Labor Laws, compliance requirements, and safety regulations Proven ability to handle multiple sites and manage complex administrative functions.
Proficient in MS Office Suite (Word, excel, powerpoint) and other office management tools
Good communication skills and can collaborate with the team effectively.
 
Preferred Attributes
Previous experience in BPO, IT-es sectors is a plus.
Ability to work independently and adapt to a fast paced, dynamic work environment Strong analytical mindset with attention to detail.
Willingness to travel between both Centers, Cebu and Dumaguete sites only when needed.
Occassional extended hours to meet permit deadlines or address urgent site concerns.