Administrative Assistant at Satellite Office

Pasig, Metro Manila, Philippines -

Full Time

Start Date

Immediate

Expiry Date

13 Jan, 26

Salary

0.0

Posted On

15 Oct, 25

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Organisational Skills, Coordination Skills, Communication Skills, Attention to Detail, Proficiency with Office Software, Document Management, Confidentiality, Time Management

Industry

Outsourcing and Offshoring Consulting

Description

Purpose of the Role The Administration Officer is responsible for providing day-to-day administrative and compliance support to ensure smooth business operations. This role manages staff onboarding, travel and accommodation bookings, inbox coordination, and documentation, while supporting vendor compliance and project mobilisation. The Administration Officer also ensures accurate job entry, purchase orders, and work orders are maintained within company systems. Key Responsibilities Staff Onboarding & Compliance ● Coordinate onboarding of new staff, including inductions, training documentation, and credential checks. ● Maintain accurate employee records and compliance documentation. ● Support vendor compliance processes by supplying and tracking required documents. Travel, Accommodation & Mobilisation ● Book flights, accommodation, and vehicle hire for staff mobilisation to site. ● Prepare mobilisation packs, including permits, tickets, and required paperwork. ● Maintain scheduling of accommodation and housing allocations. Office & Inbox Management ● Manage the central company inbox, triaging and responding to emails in a timely manner. ● File, organise, and distribute documents to relevant staff. ● Support internal communication and ensure accurate document version control. Job & Work Order Management ● Enter new jobs into company systems and ensure information is accurate. ● Prepare and issue purchase orders and work orders. ● Track the status of POs, jobs, and compliance documents to keep records up to date. Vendor & Client Support ● Respond to vendor enquiries relating to administration and compliance requirements. ● Provide requested documents promptly to clients and stakeholders. ● Assist the Managing Director and Operations Manager in preparing client-facing documentation. Delegations & Exclusions Delegations (Owns): ● Day-to-day administration tasks, including onboarding, bookings, and document management. ● Job entry into systems, issuing work orders and purchase orders. ● Inbox management and vendor compliance submissions. Supports: ● Managing Director by ensuring vendor and client compliance requirements are met. ● Operations Manager by preparing mobilisation packs, bookings, and job documentation. ● Accounts Officer by providing administrative support on timesheets, POs, and vendor information. Exclusions (Retained by Managing Director): ● Final approval of contracts, financial commitments, and vendor agreements. ● Strategic workforce planning, housing policy, and long-term resource allocations. ● Client relationship management and commercial negotiations. Key Skills & Attributes ● Strong organisational and coordination skills. ● Ability to manage multiple priorities and deadlines in a fast-paced environment. ● Clear written and verbal communication skills. ● Accuracy and attention to detail in data entry and documentation. ● Proficiency with office software, booking systems, and document management platforms. ● Professional, reliable, and proactive approach to supporting operations. ● Ability to maintain confidentiality with sensitive staff and vendor information. SIGNED by FIRST NAME LAST NAME Signature of Employee Name (Print): Date: SIGNED for and on Behalf of PILBARA TREES PTY LTD Signature of Employer Representative Name (Print): Christopher Hannon Title Director Date:

Responsibilities

The Administration Officer is responsible for providing day-to-day administrative and compliance support to ensure smooth business operations. Key tasks include managing staff onboarding, travel arrangements, and documentation while supporting vendor compliance and project mobilisation.