Title: 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