The Administrative Associate provides comprehensive support to ensure efficient office operations and compliance with regulatory requirements. This includes office management, logistics coordination, processing of permits and licenses, handling of administrative job orders, and participation in Occupational Safety and Health (OSH) initiatives. The role also contributes to maintaining organizational efficiency and ensuring that administrative services are delivered timely and accurately.

1. Office Management

• Maintain a clean, organized, and well-functioning office environment.
• Handle incoming calls, emails, and correspondence, direct inquiries to appropriate personnel.
• Welcome visitors and manage visitor access logs.
• Schedule and coordinate meetings, appointments, and office events.
• Oversee inventory of office supplies and ensure timely replenishment.
• Prepare purchase requests for office, pantry, and cleaning supplies.
• Coordinate office maintenance, repairs, and preventive maintenance schedules.
• Manage booking of travel arrangements, accommodations, and meeting venues.

2. Business Permits and Compliance

• Process annual renewals of business permits, licenses, and other regulatory requirements (e.g., Mayor’s Permit, BIR, Sanitary Permit, Fire Safety, etc.).
• Maintain a tracker for all permits, licenses, and contracts to ensure timely renewal.
• Coordinate with government offices and external agencies for compliance-related matters.
• Safekeep and update all legal and regulatory documents in proper files and databases.

3. Job Orders and Administrative Requests

• Receive and process Job Order (JO) requests from departments, particularly Sales and Marketing.
• Coordinate the preparation, dispatch, and monitoring of giveaways, marketing collaterals, and items for delivery.
• Ensure all JO requests are properly logged, processed, and completed within agreed timelines.
• Prepare comparative cost analysis and supplier quotations when needed.
• Assist in supplier accreditation and evaluation process.

4. Logistics and Warehousing Support

• Coordinate with logistics providers and internal warehouse personnel for timely delivery and dispatch of job orders and requests.
• Track company vehicle registration, maintenance, and usage logs.

5. Occupational Safety and Health (OSH)

• Support the company’s Occupational Safety and Health initiatives.
• Participate in required OSH training and assist in implementing safety programs.
• Ensure compliance with OSH standards, including maintenance schedules for air-conditioning, pest control, and general cleaning.
• Assist in documentation and record-keeping of OSH activities.

6. General Administrative Support

• Monitor and record administrative expenses (utilities, courier, transportation, logistics, etc.).
• Maintain updated administrative registries and documentation.
• Prepare transmittals for documents, giveaways, and parcels.
• Perform other duties as may be assigned

Requirements

• Bachelor’s Degree in Office Administration, Business Management, or any related field.
• 1–2 years of experience in administrative support, office management, logistics, or a related field.
• Strong organizational and time management skills
• Keen attention to detail and accuracy
• Excellent communication and interpersonal skills
• Customer service-oriented
• Computer literate; proficient in Microsoft Office (Word, Excel, PowerPoint) and email platforms
• Ability to handle confidential information with discretion
• Flexible and able to multitask under minimal supervision.