Administrative Assistant (wfh)Staff4Me

The Administrative assistant provides essential administrative, coordination, and documentation support to staff and team members. This role is key in ensuring accurate project setup, clear communication, and proper documentation management aligned with internal and client-facing standards. The Administrative assistant reports directly to senior staff.Role and Responsibilities
Scheduling and coordinating meetings and inspections
Answering and handling approximately 5 phone calls per day
Performing computer-based filing across various data platforms (Box, SharePoint, Citrix, Dropbox)
Coordinating with consulting teams to schedule inspections, collect necessary documentation, and provide documents to clients
Project Setup & Tracking
Manage project setup in the Company Operating System (COS) and track progress in shared spreadsheets
Input and update inspection schedules and job status updates (e.g., on-hold, cancelled, ready for review) in COS
Maintain accurate project tracking and quality assurance spreadsheets
Support data entry and job setup in COS and Excel
Report & Documentation Management
Create and update project reports, portfolios, and templates
Ensure all project documentation is properly filed and archived in designated platforms (Box, SharePoint, Citrix, Dropbox)
Download, organize, and archive project-related documents
Communication & Data Integrity
Maintain consistency and accuracy of data across all systems
Facilitate clear and professional communication within the team and with clients
Client Deliverables & Follow-Up
Prepare and submit final reports and invoices to clients, including all required documentation
Follow up with vendors and consultants on project updates and deliverables
Support proposal development and submission
Executive Assistant Support
Provide personal and business assistance to the owner, managing both administrative and operational tasks
Requirements
Minimum 1 year of relevant experience
Experience in real estate, consulting, or appraising is a plus
Highly organized and capable of managing multiple priorities simultaneously
Ability to multitask and adapt quickly
Strong willingness to learn.
Fast learner with strong attention to detail
Effective communicator
Proactive in asking questions and providing feedback
Staff4Me

Central Visayas
Permanent
Full-time