Administrative supportInfomax Systems Solutions and Services Inc.

Job Summary:
Provide administrative support to HR and Admin Officer, and support government compliance-related matters such as but not limited to governmental permits, licensing, asset management with due diligence.
Job Responsibility:
Administrative Support
Answering and directing phone calls to relevant staff
Schedule appointments related to HR activities such as annual checkups and company events;
Handles initial communication to Bldg. Administrator, Suppliers, and other third party correspondence
Write documents from letters to reports and instructional documents of the HRAdmin attendance process.
Maintain contact lists and Company security by following company policy and procedures
Develop and maintain a filing system of office activities, business transactions, and non-confidential files of HR & Accounting such as contracts, deal registration forms, billings, Government certifications, and Permits, and other office-related documents.
Handles minor Government permits with the supervision of HR & Admin Officer such as Greenhouse, Sanitary and Fire Inspection Certificate
Ensure operation of office equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories reported to HR & Admin Officer
Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies
Contribute to team effort by accomplishing related results as needed especially on Asset Inventory and Events Management
Handle sensitive information in a confidential manner
Take accurate minutes of meetings especially during Plenary and Team Meeting
Coordinate and escalate disseminate office procedures to employees
Escalate administrative problem and provide a recommendation to HR & Admin Officer to resolve the issue
Receive, sort, and distribute the mail
Oversee and supervise the work of maintenance and messenger staff and prepare work done to HR & Admin Officer
Maintain up-to-date employee holiday records
Handles office bulletin announcements such as birthdays, events, current news, and others
Human Resources Support
Monitor employees' timekeeping and attendance thru the SMS Notification system
Verifies attendance, hours worked, and post information onto designated records
Collate, prepare and submit tardiness and attendance report to HR & Admin Officer in preparation for the payroll
Communicates with employees on the non-compliance attendance report
Ensures new hire kit is ready 1 day before onboarding date including asset memo receipt, workstation, assigned biometrics ID number, and registration to the internal system.
Provide assistance to Recruitment by coordinating with the different institution in connection to Job Fairs, University Career training, and others
Conducts candidate background checks and employment verification. Ensures that details are kept confidential.
Coordinate with the third-party provider on credit renewal, prepares payment request and consumption report
Assist in recruitment processes such as distribution of applicant information sheet, technical exam, and set-up device for the cognitive exam.
Recommends Admin Professional Development Training with the approval of HR & Admin Officer
Accounting Support
Validate and report preparation of employees' liquidation and reimbursement receipts
Prepares Petty Cash replenishment report to be submitted to Accounting Officer
Coordinate, collate, and process printing of accounting documents (OR,BI, CR,SI)
Prepares suppliers BIR 2307 and request BIR 2307 from Clients
Processes application for Performance bond for projects.
Execute internal projects such as DRF scanning, reimbursement thru ICWeb, and other projects that may arise
Assists in business permit application in Parkway Alabang
Sales and Mktg Support
Prepares training materials by photocopying handouts, printing certificates of participants, and order food for every user training program.
In-charge of collating documentary accreditation requirements and initiate email request to complete such
Coordinates to suppliers about marketing brochures, business card and ID pricing, services up to delivery
In-charge of ID photo taking
In-charge of client gift transmittal-making sure that client gift is being delivered on time and received
College/Bachelors Degree Graduate in any related field
Has 1-2 years work experience as Administrative Support
Knowledgeable in MS office tools and online meeting platforms
Strong analytical and planning skills;
Good communication and presentation skills;
Excellent problem-solving skills;
Experience in Government administrative compliance is a plus
Work from Home
Entry Level / Junior, Apprentice Administration and Coordination IT and Software 1 opening Bachelor's degree graduate
INFOMAX is a wholly owned Filipino company that was incorporated and registered to SEC in February 1998. Infomax aims to provide world class solutions in the area of Content Integration and Business Intelligence. Our goal is to maximize the IT investments of our clients by providing them with high-value solutions that will improve their business processes and increase their revenue stream. We aim to be the preferred Partner in their business initiatives.We enable and empower our employees to render innovative and high quality services to our customers. We will empower our employees with industry skills and product knowledge to become highly respected professionals in their fields.
Kalibrr

Makati City, Metro Manila
Permanent
Full-time