Administrative Associate

The Administrative Associate is the service-driven frontliner of Direc's Administration team. This role coordinates day-to-day office operations, manages company assets, supplies, and petty cash with integrity and accountability, and maintains a safe, organized, and welcoming workplace so team members can stay focused on delivering for stakeholders.

Key Responsibilities:

1. Guest and Front Office Experience

• Greet and assist clients, partners, applicants, and other guests, making sure their needs are met from arrival to departure.
• Prepare meeting rooms, refreshments, and materials ahead of scheduled visits.
• Maintain a visitor log and observe office security and access protocols.

2. Meeting, Event, and Travel Logistics

• Coordinate and book meals, venues, and accommodations for team members and guests, matching headcount, schedule, budget, and dietary needs.
• Canvass and compare supplier quotes to secure cost-efficient arrangements, and confirm all bookings in advance.
• Support the planning, setup, and teardown of meetings and office events (such as TGIF sessions and company activities), including the equipment, materials, and resources needed.

3. Asset Management

• Issue and retrieve company assets (laptops, peripherals, IDs, keys, and similar items) during onboarding, internal transfers, and offboarding.
• Maintain an accurate asset registry with signed accountability forms for every assignment and return.
• Support offboarding clearance by confirming that all assigned assets are returned.

4. Office Equipment Maintenance

• Monitor the condition of office equipment and arrange timely repairs to minimize downtime.
• Schedule preventive maintenance with service providers.
• Track service contracts and warranties, and flag renewals or expirations to management ahead of time.

5. Facilities Management and Office Cleanliness

• Coordinate with cleaning staff, building administration, and external vendors for common areas, restrooms, and workspaces.
• Conduct regular facility inspections using a checklist, and report safety hazards or needed repairs promptly.
• Keep emergency and safety supplies (first aid kit, fire extinguishers, emergency contacts) available and up to date.

7. Petty Cash Management

• Manage the petty cash fund in line with company policy, making sure purchases are for valid office-related expenses and within budget.
• Secure official receipts and supporting documents for every transaction.
• Record all transactions, reconcile balances regularly, and prepare replenishment requests for Finance.
• Report discrepancies or irregularities to management immediately.

8. Records and General Office Support

• Perform clerical tasks such as photocopying, scanning, filing, and document distribution.
• Maintain organized and up-to-date physical and digital filing systems for easy retrieval of office records.
• Handle documents in line with the Data Privacy Act of 2012 and company confidentiality standards.
• Act as runner for urgent tasks, such as delivering documents or supplies to different departments and, when needed, authorized external errands.

9. Process Improvement

• Recommend practical improvements to administrative processes, forms, and trackers to make support faster and more transparent.
• Use company systems (such as Lark) to log requests, track inventory, and keep records accessible to the team.

Education and Experience

• Bachelor's degree in Office Administration, Business Administration, or a related field.
• At least 1 year of experience in administrative, office support, or facilities work. Fresh graduates with strong organizational skills are welcome to apply.
• Experience handling petty cash, inventory, or vendor coordination is an advantage.

Skills and Competencies

• Integrity and accountability in handling company funds, assets, and confidential records.
• Service orientation, with a warm and professional approach to team members and guests.
• Organization and attention to detail in records, inventory, and reconciliations.
• Initiative and resourcefulness in solving day-to-day office issues without waiting to be asked.
• Clear communication in English and Filipino, verbal and written.
• Multitasking across competing requests while meeting timelines.
• Proficiency in MS Office or Google Workspace; familiarity with Lark is a plus.