Operations Assistant

Operations Assistant is responsible for ensuring efficient communication processes within the department, maintaining documentation, and supporting workflow efficiency.

Key Result Areas:

1. Visitor and Communication Management

• Welcome visitors courteously, address inquiries, and direct them to relevant division/units.
• Manage incoming and outgoing phone calls for Area Managers and/or Regional Managers.
• Coordinate meetings and other matters for Area Managers/Regional Managers.
• Maintain daily itineraries for Area Managers/Regional Managers.

2. Document Management

• Establish and maintain an efficient filing system for all documents related to Area Managers/Regional Managers.
• Maintain a logbook for tracking incoming and outgoing official documents.
• Route pertinent memos and documents to the appropriate recipients.

3. Reporting and Administrative Support

• Draft and compose memos for Area Managers and Regional Managers.
• Type and consolidate reports and correspondences as requested, including monthly, quarterly, semi-annual, and annual reports.
• Ensure cleanliness and orderliness of the office space.
• Schedule and maintain cleanliness of meeting rooms.
• Prepare snacks for meetings.
• Maintenance of office cleanliness and orderliness

4. Financial and HR Support

• Monitor cash advances, liquidations, and reimbursements for Area Managers/Regional Managers.
• Handle cellular phone billings and hotel/airline bookings for Area and Regional Managers.
• Coordinate with HRD regarding Management Trainee orientation schedules.
• Prepare contracts for borrowed managers and coordinate performance appraisals.

Job Specifications:

Education: Graduate of secretarial or any business-related course with knowledge of typing and filing; proficient in word processors/computer applications.

Experience: Minimum of two years in a similar position.

Working Set-Up: Amenable to work in a Hybrid working set-up (2 days onsite, 3 days work-from-home)

Essential Traits:

• Strong human relations skills
• Typing speed of 60 wpm (minimum)
• Dependable and trustworthy
• Attention to detail.
• Good written and oral communication
• Resourcefulness and initiative
• Commitment and loyalty