Administrative Coordinator

Office Administration and Facilities Support

• Monitor and maintain inventory of office supplies and assets.
• Prepare and process purchase requests, liaising with suppliers and service providers.
• Coordinate basic repair and maintenance needs with building admin or external providers.
• Ensure cleanliness and orderliness of the office by overseeing janitorial coordination and staff schedules.

Event Logistics and Internal Coordination

• Book function rooms or meeting spaces for internal and external events.
• Coordinate logistical needs (e.g., refreshments, materials, equipment setup) for in-office meetings or hosted events.
• Support administrative preparation and documentation for meetings.

Document and Records Management

• Deliver SOAs, ORs, and other official documents to members and stakeholders.
• Collect documents for signature and return them to the appropriate office/recipient.
• Scan, file, and archive records, including receiving copies and other official paperwork.

Financial Transactions

• Collect checks or payments from members or partners.
• Deposit checks to designated banks promptly and accurately.
• Submit deposit slips and related records to the Accounting Officer for documentation.

Government and Compliance Coordination

• Submit APEC Business Travel Card (ABTC) applications and other materials to the DFA or other agencies.
• Handle BIR or other regulatory submissions to ensure compliance.

Front Desk and Reception Duties

• Attend to visitors and guests, ensuring a welcoming and professional reception.
• Answer incoming calls and redirect inquiries to the appropriate personnel.
• Maintain visitor logs and provide general front-desk support when stationed.

Monitoring and Reporting

• Keep a log of daily completed tasks categorized by project or operations.
• Provide regular updates to the Senior SSU/IT Officer and Project Leads.
• Contribute to documentation and reporting of logistics and support-related activities.

General Support

• Assist in office and project activities as required, including ad hoc tasks supporting program and event execution.
• Perform additional duties as assigned to ensure smooth functioning of the office and project operations.