Operations Assistant

The Operations Assistant is responsible for ensuring that the department’s communications and other requirements are properly implemented and that workflow achieves the highest level of efficiency and effectively.

• Receives visitors courteously, attends to their inquiries and refers them to the concerned party in the division/units
• Receives and makes phone calls for Area Managers and/or Regional manager. Ensures that messages are relayed promptly and accurately to the party
• Communicates and coordinates meeting or other matters for the Area managers/Regional managers and other concerned parties
• Keeps track of the daily itinerary of the Area Managers/Regional Managers
• Maintains an efficient filing system of all documents. (AMs/RM of concerned region)
• Maintains a logbook of all incoming and outgoing official documents
• Sees to it that pertinent memos, documents and other materials are routed to the proper person/s as needed
• Maintains adequate stock of office supplies. Requests for supplies as needed
• Drafts/Composes memos for AMs and RM
• Types memos, consolidates reports and other correspondences as requested by the supervisors, following the prescribed format. Regular reports submitted are the following:

• Progress Report (Monthly)
• Market Share (Monthly)
• Factors Affecting Sales (Monthly)
• PNL Explanation (Monthly)
• MT Listings (Monthly)
• MTD Sales (Weekly)
• Quarterly Report
• Semi-Annual Report
• Annual Report
• And other reports required from time to time

• Maintains cleanliness and orderliness of the office, especially her specific area of responsibility
• Schedules use of meeting room and ensure its cleanliness and orderliness before and after use
• In charge of the preparation of snacks for the meeting
• Computes “Chart C” (used as a target for Gross Profit and Cost of Sales); maintains a logbook for Theoretical GP and Cost of Sales
• Safeguards the confidentiality of official documents, including information transmitted orally (directly or indirectly)
• Prepares, monitors, and checks for accuracy of cash advance/liquidation/reimbursement of AMs/RM
• Handles checking of cellular phone billings for charging to AMs/RM concerned
• Monitors the movements/transfer of managers; submits notice of transfer/movement to HRD for proper adjustment of manager’s benefits
• Consolidates and computes weighted average of PA ratings and makes summary of attendance (from Shift to SM) for bonus computation (semi-annually)
• Takes note of any customer complaints and pass these immediately to the concerned people
• Handles hotel reservations and airline bookings/tickets of Area and Regional Managers and is responsible for the preparation of check request/payment for the travel agency
• Coordinates with HRD/Training Departments regarding the schedule of Basic Orientation Training Program of the Management Trainees
• Coordinates with the Area managers/store managers for possible training store of Management Trainees (franchised)
• Prepares contract regarding salaries and benefits of borrowed manager to be signed by the managing director/store manager of the borrowing store; Sees to it that the borrowing store discusses/submits performance appraisals of managers it borrowed before he/she leaves the store
• Performs other related duties assigned to superior from time to time

JOB QUALIFICATIONS

• Must have a Bachelor’s Degree preferably in secretarial or any business related course with knowledge of typing and filing; with knowledge of word processors/computer
• Must have excellent proficiency in PowerPoint/ in preparing presentation deck.
• Must have at least 2 years of experience in administrative work, calendar management, stakeholder management, etc.
• Must be willing to be assigned in Ortigas, Pasig (2 days onsite and 3 days offsite work/WFH).

Jollibee Foods Corporation is the hiring entity for this requisition.

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