HR Admin Assistant

1. MonITORING OF ADMIN-RELATED ConCERNS VIA EMAIL, PHONE CALL, LETTER, AND IN PERSON.

1.1 PROCESSES & MonITORS OF REQUEST FOR PAYMENT/BILLING OF THE FOLLOWING:

• Office Rental, Power, Water

• Telephone, Drinking Water, Courier

• Janitorial, Messenger, and Guard

• Prepares accurate RFP and ensures payment within timeline or based on contract.

• Monitors the status of billings and provide updates to Utility providers.

• Monitors handling time of concerns until its closure

1.2 OTHERS

• Monitors itinerary of Motorized Messengers and any related concerns

• Monitors the delivery of drinking water.  

• Monitors office equipment of Admin, and ensures borrowed equipment are properly logged.

• Prepares request of quarterly supplies of Pro-Excel Head Office and Regional Office

• Provides monthly reports to HRAD Business Partner

2. TRANSPORT COORDINATION

2.1 TRANSACTION USING GRAB

• Receives approved request for transportation.

• Facilitates online booking.

• Informs the requestor on the vehicle and driver’s details.

2.2 TRANSACTION USING ConTRACTED SERVICE VEHICLE 

• Receives and Monitors trip tickets and van rental.

• Planning on possible synchronization of trips for the same itinerary to cut the cost of van rentals.

• Properly coordinates with service provider monthly.

• Provides log sheet for drivers to get the details of trips for the following day. 

• Informs the requestor of the assigned vehicle and driver as well as the contact details.

• Receiving and validating of billings every month.

• Accurately prepares RFP of billing and coordinates with Accounting.

• Monitors status of billings and ensures meeting the target deadline 

3.RECEIVES, PROCESS, MonITORS PURCHASE REQUISITION AND ASSET MONITORING

3.1 PURCHASE REQUISITION

• Receives and process PR for Tools of Trade

• Receives and process PR for Office Equipment

• Receives and process PR for Building Maintenance

• Monitors all PR request and coordinates with assigned department.

• Ensures availability of assets for new hires before their boarding date.

3.2 PROCESS AND MonITORING OF ASSETS FOR NEW HIRES

• Receive and process request for office equipment of new hire

• Prepares the office equipment, office supplies, and workstation.

• Processing and issuance of assets for new hires before their boarding date.

4.OFFICE SUPPLIES CUSTODIAN

• Handling of Office Supplies

• Periodic / quarterly inventory of office supplies

• Prepares Blanket PO of office supplies quarterly

• Issuance of office supplies monthly

• Accurately prepares summary report

• Prepares purchase requisition of Head Office and Regional Office departments

• Receiving & checking the delivery items (office supplies, computers, hard wares and others)

• Process payment to suppliers

• Process monthly billing for rental printers

• Filing of office supplies documents & others

• Provides complete standard hiring kit for new hires

• Checking the clearance of resigned employees

• Assists in fixed assets monitoring

• Disposal of defective /unusable office supplies, fixed assets, empty inks and toner cartridges, and others.

5.OTHERS:

• Monitors Repair and Maintenance of company vehicle.

• Monitors the condition of company vehicle.

• Provides monthly report to HR Business Partner