Office Assistant for resident accounts, materials, and inventoryAteneo de Manila University

Summary of Work Activities and Responsibilities:The Office Assistant for Resident Accounts, Materials, and Inventory provides administrative support in managing resident billing and student accounts, coordinating inventory and supplies, and facilitating office communications and logistics. This position ensures the timely preparation and reconciliation of billing statements, accurate tagging of accounts, and efficient tracking and replenishment of materials for both residential and office requirements.Main Duties and Responsibilities:I. Resident Accounts Management Support
Administers billing and invoicing processes by preparing, issuing, and monitoring billing statements and invoices
Prepares semestral billing statements for scholars and athletes and coordinates with relevant University offices to ensure proper accounting and settlement (e.g., University Athletics Office, Office of Admission and Aid - Undergraduate Education, Office of the Assistant Vice President for Graduate Education, and Senior High School - Office of Admissions and Scholarships)
Maintains accurate and up-to-date records of resident accounts
Facilitates the tagging and de-tagging of student accounts in the Ateneo Integrated Student Information System (AISIS) for non-payment of various dorm- related miscellaneous fees and charges
Coordinates with the Central Accounting Office (CAO) for the reconciliation of student resident accounts related to lodging fees
Prepares regular reports on all collected and outstanding balances, including payments collected from transient guests and external users of URH facilities
Prepares aged receivables report and flags overdue accounts, in coordination with the Office Assistant for Accounting and Internal Controls
II. Inventory Management Support
Provides inventory management support by monitoring stock level, encoding stock replenishment, and maintaining/updating records, in coordination with the Administrative Assistant
Issues office and guest supplies/assets to requesting personnel or sections
Reviews and inspects deliveries in coordination with the Administrative Assistant and Office Assistant for Accounting and Internal Controls, and records verified items in the tracking system
Conducts physical inventories of office, resident, and guest supplies and assets, in coordination with the Residential Operations team, to prevent any loss/discrepancies
Reconciles physical inventory counts with recorded balances
III. Office Management Support
Attends to visitors and responds to inquiries and requests from stakeholders from various communication channels
Attends to and screens correspondences and packages received by the Office
Prepares relevant documents and materials by gathering, reproducing and/or collating documents
IV. Performs other duties as may be required by the immediate supervisor or authorized representativesKnowledge, Skills, and Abilities:
Attention to Detail: Is thorough when performing work and conscientious about attending to detail
Administrative Support: Knowledge of administrative and office procedures and systems such as word processing, managing files and records, and workplace terminology
Technological Savvy: Ability to utilize information technology and computer and internet systems to accomplish tasks (i.e., MS Office and Google Suite applications)
Technical Acumen: Knowledge of basic accounting principles and practices, analysis and reporting of financial data
Records Management: Ability to systematically organize, store, update, and protect records throughout their life cycle - from the time of creation or receipt to their eventual disposition/turnover
Customer Service Skills: Ability to understand client perspectives and respond to their needs with urgency and serious attention
Service Orientation: Actively looking for ways to help people; Ability to relate with client well-pleasing, warm, patient and respectful in dealing with people
Interpersonal Skills: Ability to effectively relate, collaborate, and negotiate with different job levels in different circumstances, taking into consideration their needs, feelings, and context
Communication Skills: Ability to communicate tactfully and sensitively with all types of personalities and predispositions
Organization and Prioritization of Work: Ability to effectively plan and coordinate the delivery of required outcomes, according to importance and urgency; keen to details
Time Management Skills: Ability to use one's time and resources efficiently and effectively
Education and Experience Requirements:
Bachelor's degree, preferably in Business Administration or Accountancy
At least 1 year of relevant work experience
Entry Level / Junior, Apprentice General Services Higher Education / Academia 1 opening Bachelor's degree graduateAteneo de Manila University (Ateneo) is one of the leading universities in the Philippines. More than 150 years in existence, Ateneo has grown into a major Jesuit institution. Officially it became a university in 1959. It offers over 100 academic degree programmes.Ateneo offers Basic Education (Grade School, Junior High School, and Senior High School). In addition, Higher Education (College, Graduate, Continuing Education) is made up of nine schools (Education and Learning Design, Government, Graduate School of Business, Humanities, Management, Science and Engineering, and Social Sciences) located in 3 campuses in Quezon City, Makati City and Pasig City.It has an array of research centres, 11 of which are recognized as Centres of Excellence by the Philippine Commission on Higher Education. In addition to a European Studies Programme, it has a Centre for Asian Studies that fosters comparative research on East and Southeast Asia.Ateneo has 207 partnerships with universities around the world (82 in Europe, 87 in Asia, 11 in Australia and New Zealand, and 27 in North and South America) and is a member of the ASEAN Universities Network and 3 other international university networks. Ateneo's Rizal Library is the most advanced in the Philippines with over 307,000 titles in its collection and online access to most major academic journals.
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Quezon City, Metro Manila
Permanent
Full-time