Administrative AssistantShakey's Pizza Asia Ventures, Inc.

We are looking for a master multi-tasker with excellent communication skills and an upbeat attitude. Candidates should be able to assist management and all visitors to the company by handling office tasks, providing polite and professional assistance via phone, mail, and e-mail, making reservations or travel arrangements, and generally being a helpful and positive presence in the workplace.
Administrative Assistant Responsibilities:
Administrative Assistance
Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.
Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
Set up and maintain paper and electronic filing systems for records, correspondence, and other material.
Locate and attach appropriate files to incoming correspondence requiring replies.
Open, read, route, and distribute incoming mail and other material, and prepare answers to routine letters.
Processing of Facilities and Maintenace related documents (example: COC, RACE, check prep, etc.). Accomplish forms in accordance with company procedures.
Make copies of correspondence and other printed material.
Compose, type, and distribute meeting notes, routine correspondence, and reports.
Monitoring of actual cost vs. budget for Facilities and special projects
Create a database for the monitoring of cost for maintenance related projects
Monitor actual cost and compare against budget. Inform Facilities Manager if actual cost is higher than budget (or almost nearing the budget)
If actual cost is over the approved budget, evaluate and assess possible cause of the budget over run
Processing and Monitoring of payment to Contractors and Designers
Processing of Payment to Contractors and Suppliers
Monitoring of payments and documents related to payment processing in close coordination with other departments (MMD, Operations; Accounting, Treasury)
Coordinate with Facilities Manager, Maintenance Manager, and officers these payments
Contractor's Accreditation and documents
Assist in accreditation of contractors in coordination with MMD
Monitor and safekeep TSD copies of contractor related company profiles, permits, licenses, etc. and ensures contractors submit requirements on time
Audit
Assist in monitoring the rectification of Audit related requirement and findings
Monitors timely rectification and compliance in coordination with the whole Facilities team
Ad Hoc
Perform other tasks that may be assigned either individually or as part of a committee.
Qualifications:
Proven experience as an Administrative Assistant, Virtual Assistant or Office Admin Assistant
Knowledge of office management systems and procedures
Working knowledge of office equipment, like printers
Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
Excellent time management skills and the ability to prioritize work
Attention to detail and problem solving skills
Excellent written and verbal communication skills
Strong organizational skills with the ability to multi-task
Graduate of any 4-year course.
Amenable to work in our Head Office in Paranaque City