Full job description

Job Purpose / Basic Function:

The main purpose of this position is to facilitate the smooth running of an office through a variety of administrative and clerical duties. Handle office schedules, coordinate meetings, organize files, answer telephone calls and perform an array of other essential tasks as assigned by the Executive Manager. Additional tasks may include but not limited to assist colleagues and executives by supporting them with planning and distributing information.

Duties and responsibilities:

• · Answer phone calls and redirect them when necessary

· Prepare, submit and follow up Material Request when necessary

· Prepare, submit and monitor Petty Cash Expenses

· Prepare Payment Request, Transmittal Forms to Clients and Consultant, Equipment Rental Request, Manpower Requisition Form and Job Description.

· Prepare, submit and follow up Invoice to the Clients and for the Equipment rented by the Customers/Suppliers

· Arrange and compute for the Overtime of TTC Laborers and Drivers

· Develop and maintain a filing system

· Monitor and update the Vehicles & Equipment (Istimara, Insurance and Third Party Certificate)

· Arrange for the renewal of the Operator’s Third Party Certificate and Calibration Certificate for Survey Machines

· Providing general support to visitors and Suppliers

· File and update contact information of employees and suppliers

· Arrange the documents of Laborers and Drivers who want to go to vacation and resigned (Resignation Form, Leave Form & Clearance Form) and submit to HR Department

· Arrange and prepare Delivery Notes Summary of the materials per Project.

· Preparing, organizing and updating the Company Profile and Company Pre-Qualification for submittals

· Preparing Material Submittals and Method Statements as per Project requirements

· Handling all correspondence, emails, submittals & etc. for all Ongoing and Prospective Projects

· Monitoring the emails of General Manager, Project Manager and Company Info Email

· Prepare and submit Quotations from inquiries received and from Prospective Clients

· Preparing Contracts for Suppliers/ Subcontractors

· Review, assess and make necessary report or remarks to all Project Contracts received prior to the General Manager’s approval and signature

· Undertake occasional receptionist duties

· Perform all other tasks as instructed by Executive Manager within the boundaries of Secretarial and Administrative nature.

Job Type: Full-time