Administrative Assistant

Position Title: Administrative Assistant (Project-Based)

Work Set Up: Work From Home

Schedule: 8:00 PM to 5:00 AM PH Time

Job Location: Clark Outsourcing - Building 35 Philexcel Business Park, Clark Pampanga

Quick Rundown:

Reporting to the Controller, the Administrative Assistant will be responsible for the organization of duty/customs related documents, as well as any tasks required by the Controller.

What You’ll Do:

• Organize, review, and maintain duty and customs documentation to ensure accuracy, completeness, and compliance with regulatory requirements.
• Manage and process a high volume of documents, ensuring timely and precise filing in accordance with internal policies and external regulations.
• Maintain structured and up-to-date digital and physical filing systems for efficient document retrieval and audit readiness.
• Input, update, and verify data within internal systems and Microsoft Office applications (Excel, Word, Outlook).
• Support the Controller with administrative tasks, reporting, documentation preparation, and special projects as assigned.
• Communicate effectively with internal staff, including the Montreal office, regarding documentation and information requests.
• Monitor deadlines and follow up on outstanding documentation to ensure regulatory timelines are met.
• Identify discrepancies in documentation and proactively seek clarification when needed.
• Maintain confidentiality of financial and customs-related information.
• Provide general administrative support and adapt to additional responsibilities as required by the Controller
  
  
  

• Detailed and organized, as this project involves a high volume of documents, required for regulatory purposes, so all filings must be accurate.
• Data management to handle the above-mentioned volume.
• Working knowledge of Microsoft Office.
• Proficient in English, to be able to communicate with staff in Montreal and read the documents in question.
• Flexibility to take on any other tasks requested by the Controller.
• Ability to work independently, but still ask questions when required.