Administrative AssistantDSV Shared Services Manila (ROHQ)

Purpose of the Position
The purpose of this position is responsible for coordinating the site administration activities for the GBS as well as providing administrative support to the leadership team.
The role involved coordinating procurement activities, general site administration including vendor management and third party staff (Security, Janitorial services), in order to ensure the smooth running of the site. The role requires one to provide a high level of support to the leadership team; act as a link between other supporting functions in achieving company targets and objectives. Consistently work with confidential information involving the strategic direction of the company. The incumbent will lead logistical arrangements for business unit meetings, employee training, and travel requirements. Maintains the key site calendars and organizational charts as well as other basic administrative activities.
Key Tasks
Performs general office duties and in charge of overall office upkeep
Coordinates with third-party vendors such as security and janitors to ensure daily, weekly and monthly activities occur in line with organization requirements
Preparation and distribution of management reports on overall site management
Maintain asset register
Manage processing to ensure recording and reconciliation of admin expenses
Act as a custodian who will submit for approval, disburse and liquidate all petty cash expenses
Responsible to initiate office safety initiatives and liaise regarding carpet cleaning, fumigation, etc.
May also be required to manage phone calls and attends daily transactions in the reception area
General Administrative Support
Responsible to create company ID and access to newly hired employees
Coordinate travel requirements for employees and visitors
Coordinate with external vendors and suppliers
Assist with collating materials for critical meetings
Provide support to leadership team - this includes purchasing, logistics, and travel support
Prepare welcome packages for visitors
Manage the reservation of meeting rooms, board rooms or external venues
Consolidate and in-charged of submitting mobile expenses for managers
Monitor and maintain office supplies inventory
Perform other tasks as assigned by HR manager and or GBS site head in line with a role as an administration officer
Procurement
Liaise with third-party vendors
Check incoming invoices/POs and liaise with Finance
Files and monitors cash advance/ travel advance cash management
Perform customer service functions by answering inbound requests and questions.
Assist in various research projects and/or special projects.
Schedule meetings and interviews as requested
Make photocopies, faxes documents and performs other clerical functions
Assist or prepare correspondence
Decision Making Authority
Recommendation for Vendors
Function / Market & Industry Knowledge / Business Acumen / Process Working
Functional experience in site administration
Basic understanding of bookkeeping
Skills & Competencies
Proven track record of getting things done
Effective in multi-tasking and can work in a fast-paced and ambiguous environment
Should be proactive, highly organized and resourceful
Very good communication and interpersonal skills
Ensure security, integrity, and confidentiality of data within the organization
Work Experience
Preferably with working experience in a large multinational or shared service organization
Language skills
Fluent in English (written and spoken)
Other languages (written and spoken) preferred
Other Requirements
Candidate must possess at least a Bachelor's/College Degree , Engineering (Mechanical), Engineering (Environmental/Health/Safety) or equivalent.
Required skill(s): MS Excel, MS Office.
At least 1 year(s) of working experience in the related field is required for this position.
Preferably 1-4 Yrs Experienced Employees specializing in Clerical/Administrative Support or equivalent.
Full-Time position(s) available.