Administrative Assistant

The Administrative Assistant will provide comprehensive administrative support to ensure the efficient operation of the Administrative Team. This role involves accurately completing tasks, maintaining high quality, and ensuring timely delivery while upholding confidentiality. Key responsibilities include assisting with administrative protocols, setting up workstations, processing new hire kits, managing permits, preparing incident reports, conducting monthly inventories, handling courier services, monitoring petty cash, processing expenses, drafting documentation, and providing general team support.

Must Have

• Provide administrative support that ensures efficient operation of the Administrative Team.
• Ensure tasks are completed accurately, delivered with high quality and in a timely manner.
• Maintain high regards to confidentiality and sensitivity of tasks.
• Assist Admin Manager and Supervisor in implementing administrative protocols.
• Prepare and assist in setting up allocated workstations for teams, new hires, and separated employees.
• Prepare and deploy New Hire Starter Kit.
• Process gate pass, site permit, and other government mandated requirements.
• Prepare reports for incidental, accidental activities involving Building Admin Leasor.
• Conduct monthly inventory of office supplies, cleaning materials, equipment, office keys, fire extinguisher, and lockers.
• Perform monthly inventory and tagging of office assets and equipment.
• Handle courier processing for business related parcels, documents, equipment.
• Monitor petty cash and manage replenishment.
• Process Expense Report and Cash Advance at Netsuite.
• Draft simple administrative documentation.
• Initiate end-to-end procurement activities (sourcing, canvassing, requesting quotation, bidding matrix).
• Prepare purchasing order and request for payments of billings.
• Give timely suggestions for the progression of Business Continuity Plan (BCP).
• Assist the Business Continuity Manager and Administrative Supervisor in executing BCP.
• Keep, maintain & update relevant files/quality records and documents (manual & electronic).
• Perform indexation of scanned documents and archiving/filing.
• Undertake all receptionist and clerical duties at the main entrance.
• Screen and determine the importance of all incoming/outgoing documents and parcels.
• 0 to 2 years’ experience in administrative role.
• Bachelor’s degree in business administration or any related course.
• Proficient in English communication skill, both on oral and written.
• Knowledgeable in MS Suite including Word, Excel, Outlook SharePoint.
• Knowledge of Online Document Repository system / archiving system.

Good to Have

• Good customer service
• autonomous
• proactive
• positive and professional working attitude
• Good understanding of organizational structure in global set up

Perks & Benefits

• Commitment to ESG and sustainability
• Fostering an inclusive, equitable and diverse culture
• Learning and development programmes and systems (PowerU and MyCampus)
• Hybrid working approach for balance and flexibility
• Support for women managers launching their first fund through IQ-EQ Launchpad

Company Description

ABOUT IQ-EQ

We’re a leading Investor Services group offering end-to-end services in administration, accounting, reporting, regulatory and compliance needs of the investment sector worldwide. We employ a global workforce of 5,800+ people across 25 jurisdictions and have assets under administration (AUA) exceeding US$750 billion. We work with 13 of the world’s top-15 private equity firms.

Our services are underpinned by a Group-wide commitment to ESG and best-in-class technology including a global data platform and innovative proprietary tools supported by in-house experts.

Above all, what makes us different is our people. Operating as trusted partners to our clients, we deliver intelligent solutions through a combination of technical expertise and strong relationships based on deep client understanding.

We’re driven by our Group purpose, to power people and possibilities.

Job Description

Your duties and responsibilities will include providing administrative support that ensures efficient operation of the Administrative Team as a whole. As an Administrative Assistant, you are to ensure that tasks assigned are completed accurately, delivered with high quality and in a timely manner with high regards to confidentiality and sensitivity of the task and alignment to the set standard of the organization.

General Administrative Duties:

• Assist Admin Manager and Supervisor in the implementation of administrative protocols related to procurement, office, security, facilities and utilities management.
• Prepare and assist in setting up allocated workstations for each team, new hires and separated employees.
• Prepare and deployment of New Hire Starter Kit once report received from requesting department.
• Process gate pass, site permit and other government mandated requirements like business permit, barangay permit etc. in a timely manner.
• Prepare reports for any incidental, accidental activities that may need involvement of the Building Admin Leasor.
• Monthly inventory of office supplies, cleaning materials, equipment, office keys, fire extinguisher and lockers.
• Monthly inventory and tagging of office assets and equipment.
• Courier Processing for business related parcels, documents, equipment etc.
• Petty Cash Monitoring and replenishment.
• Expense Report and Cash Advance processing at Netsuite.
• Drafting of simple administrative documentation
• Administrative support to other team members.

Procurement Management:

• Initiates start of end-to-end procurement activities such as sourcing, canvassing, requesting quotation, preparation of bidding matrix once request for purchase received prior sending to Administrative Supervisor’s checking and Admin Manager’s approval.
• Prepare purchasing order and request for payments of billings that are not limited to vendor services, communications, office and cleaning materials, surety bonds, and company phones

BCP Managements:

• Give timely suggestions for the progression of Business Continuity Plan (BCP) in relation to administrative operations, duties and responsibilities.
• Assist the Business Continuity Manager and Administrative Supervisor in executing BCP that is executed when business as usual is affected by an unexpected event.

Information Management:

• Keeps, maintain & update relevant files/quality records and documents both manually & electronically which includes the general administrative documents of such Administrative, BCP, Procurement, Safety, Security, Facilities and Utilities.
• Indexation of documents scanned and archiving/filing

Front Desk Duties:

• Undertake all receptionist and clerical duties at the desk of main entrance like maintaining its cleanliness, greeting visitors, answering questions and attending inquiries.
• Screen and determine the importance of all incoming/ outgoing documents and parcel.

Qualifications

Background Experience:

• 0 to 2 years’ experience in administrative role in processing government mandated compliance processing, procurement, office, safety, security, and utilities management.
• Bachelor’s degree in business administration or any related course
• Good customer service, autonomous, proactive, positive and professional working attitude.
• Good understanding of organizational structure in global set up.
• Proficient in English communication skill, both on oral and written.

Technical Skills:

• Knowledgeable in MS Suite including Word, Excel, Outlook SharePoint

Computer Program knowledge:

• Online Document Repository system / archiving system

Additional Information

OUR COMMITMENT TO YOU AND THE ENVIRONMENT

Sustainability is integral to our strategy and operations. Our sustainability depends on us building and maintaining long-term relationships with all our stakeholders – including our employees, clients, and local communities – while also reducing our impact on our natural environment.

There is always more we can, and should do, to improve – whether in relation to our people, our clients, our planet, or our governance. Our ongoing success as a business depends on our sustainability and agility in a changing and challenging global landscape. We’re committed to fostering an inclusive, equitable and diverse culture for our people, led by our Diversity, Equity, and Inclusion steering committee.

Our learning and development programmes and systems (including PowerU and MyCampus) enable us to invest in growing our employees’ careers, while our hybrid working approach supports our employees in achieving balance and flexibility while remaining connected to their colleagues. We want to empower our 5,800+ employees - from 94 nationalities, across 25 countries - to each achieve their potential. Through IQ-EQ Launchpad we support women managers launching their first fund, in an environment where only 15% of all private equity and venture capital firms are gender balanced.

We’re committed to growing relationships with our clients and supporting them in achieving their objectives. We understand that our clients’ sustainability and success leads to our sustainability and success. We’re emotionally invested in our clients right from the beginning.