Operations Assistant

Title: Operations Assistant

The Operations Assistant is responsible for providing administrative services to Market Head as well as the whole market. This includes gathering and consolidating market data, interpreting and analyzing results, and preparing reports relevant to store operations. This position is also in charge of ensuring that the department’s communications and other requirements are properly implemented, and that workflow process achieves the highest level of efficiency.

Administrative Support to the Market

• Keeps track of the daily itinerary of the Market Head.
• Composes memos and other correspondences as requested by the Market Head.
• Maintains adequate stock of office supplies. Requests for supplies as needed.
• Arranges necessary travel requirements of Market Head and
• Support team members, as needed.
• Handles hotel reservations and airline bookings / tickets of Market Head and is responsible for the preparation of check request/payment for the travel agency.
• Prepares travel fund and requests for reimbursements and liquidation.
• Monitors and controls administrative budget.
• Presents comparison on costs, risks, and benefits.
• Maintains consistent performance of routine work.
  
  

• Consolidates reports from the market and from different departments.
• Prepares and finalizes reports for monthly LT meeting
  
  

• Sorts and reviews documents for review / approval / signature of the Market head
• Routes pertinent memos, documents, and other materials to the proper person/s as needed.
• Updates and manages files under the custody of the market.
• Maintains an efficient filing system of all documents.
• Maintains a logbook of all incoming and outgoing official documents. Discards files as needed, with the Market Head’s approval.
• Maintains cleanliness and orderliness of the office, especially her specific area of responsibility.
  
  

• Prepares agenda for meetings; arranges meeting facilities (rooms / projectors / food etc.) and prepares action minutes for review.
• Releases email and calendar invites on agreed schedule and agenda.
• Assists during meetings and as needed.
• Ensures timely room reservation for meeting.
• Maintains schedule calendar and coordinates with concerned individuals.
  
  

• Performs other job or expertise related assignments in order to develop one’s self and/or share one’s expertise in cross-functional lead assignments.
  
  

• Must have a bachelor’s degree in any four-year course, but preferably business related.
• Must have at least 1 year of experience in office administration.
• Must be ble to compose simple correspondences; good in written and oral communication; resourceful, has initiative, pleasing personality and good PR, dependable and trustworthy, mature, attentive to details, high level of commitment and loyalty, thorough and organized.
• Must be willing to be assigned in Ortigas, Pasig on a hybrid working set-up (2 days onsite per week).