Offer description

Salary: 24,000-40,000

Position Purpose

• Plan, direct, or coordinate administrative services, such as records and information management, mail distribution, facilities planning and maintenance, custodial operations, and other office support services; Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. Train and supervise support & clerical staff.



Main Responsibilities

1. Manage the Affairs of GM Office

• GM Calendar

• Arrange and request meetings for GM

• Assist and Entertain GM visitors

• Maintain good communication and relationship w/ others including business partners

• Manage the supplies at GM Office (inventory & Purchase)

2. Arrange all the logistics needed by GM for business trips; Business Trips: Search for possible Flights that will fit to GM schedule, Request Booking from Travel Agencies, confirm and advise issuance on time, Prepare and send GM Business Trip Notification to Tokyo (TYH/SF)

3. Prepare GM Business Trip Report (Settlement of Expenses) and process Payment Application

4.Hotel Requirements: Book Hotel Rooms for GM and for visitors, Verify all the requirements needed and coordinate w/ the Hotel, Prepare the Letter of Guarantee, get GM approval and submit to the Hotel to secure the Room Reservations, Process application and payments of airport VIP Pass of visitors as needed

5. Organize GM Secretary area

• Secure & Update Secretary Manual as needed

• Manage Incoming & Outgoing documents for GM

• Distribute documents on time and coordinate necessary information to everybody

6. Maintenance of Company Guesthouse

• Supervise and coordinate with helpers, driver, gardener and VIP escort

• Schedule and coordinate Termite and General Pest Control Treatment at the Guesthouse, Aircon Maintenance, Swimming Pool

• Coordinate and supervise Repairs and services

• Coordinate w/ Contractors and Suppliers; negotiates on prices and terms, schedules, procedures.

• Coordinate and request permits, process cash bonds if needed w/ FPA

7. Perform physical inventory of Fixed Assets at the guesthouse and submit Inventory Reports to Tokyo.

8. Plan, Coordinate, and Manage all the arrangements for all Dinner and other Events at the Guesthouse

Prepare Application for Guesthouse Events in coordination with the persons/Divisions that made the request

• Coordinate with the Caterers regarding Menu and other arrangements

• Coordinate with Guesthouse Helpers for all the arrangements

• Secure permit from Forbes Park Association for big parties

• Discuss all details of GM and get his approval before finalizing all the arrangements

• Prepare seat plan, place cards and name cards as needed

• Prepare Inventory of Drinks, Cash Advance and Purchase of Additional stocks as needed (Wines & other Beverages, Chips & Nuts)

MUST

• Graduate of 4-year Business Course

• At least 2 years’ experience as Executive Secretary

• Good oral & written English and Japanese communication skills (at least N4 level)

• Proficient in Microsoft Windows Applications



PREFER

• With knowledge in basic Accounting and reporting

• Knowledgeable

• Competencies

• Customer Orientation

• Communication and Teamwork

• Planning and Organizing

• Analytical and Strategic Thinking

• Commercial Innovation and Creativity

• Resilience

Requirements

• Minimum education level: Bachelor´s Degree
• 2 years of experience
• Availability to travel: No
• Availability of change of residence: No

More than 30 days ago

About Reeracoen Philippines, Inc

Reeracoen Philippines is pleased to welcome you and be a partner to help you finding the right job in Philippines. Moreover, Reeracoen Philippines is ready to find the suitable candidates to our precious clients as well.