Administration Assistant

Company Description

Become a member of a global community! Expeditors is a global logistics company headquartered in Seattle, Washington. As a Fortune 500 company, we employ over 18,000 trained professionals in a worldwide network of over 212 locations across six continents. Expeditors' promise, "You'd be surprised how far we'll go for you." is not mere hype; it is our commitment to go beyond the expectations of what companies need from a global logistics provider. Our culture is about exceeding our customers' expectations and providing a place for our employees to make a career.

Our Mission is to recruit, train, and retain the very best logistics and technical experts the world over. We love to promote from within - more than 50 percent of our employees have been at Expeditors for five years or more. Our high retention rate is influenced by a unique compensation program for positions that are more than just jobs - they're chances to grow, do what you love and build a career with us!

Job Description

Administration Related:

• Follow up for billing from Suppliers, Service Providers and Manpower agencies and prepare APV for payment requests
• Coordinate with manpower agencies for janitors, messengerial and security needs and follow the appropriate procedures for requests
• Checking of messenger liquidations and entries on their Daily Time Records to ensure that all are validated before submitting to Dimensional for proper accounting of payroll for billing and payment
• Managing the messengerial routes and submission of monthly reports
• Sourcing of Suppliers for office supplies, manpower, courier, and other branch needs
• Garbage collection validation
• Scheduling a Service maintenance routine for the aircon, pest control and fumigation, genset, lighting, office sanitation and disinfection and copiers
• Monitoring of all Gas PO issued and validate from the SOA received from Fuel King for APV payment. Fuel consumption is also recorded and updated on the fuel consumption report as per the requirement also of DENR
• Coordination with HMO and Insurance provider and endorsement of new employees and dependents
• Management of administration reimbursements and filing via Concur
• Fixed asset purchase and recording as per need basis, and updating of the asset inventory report
• Manage the Client/Customer Christmas solicitation and yearly inventory and purchase of Calendars and Christmas giveaways
• Processing of the Global ID issuance for new employees as well as for its renewal
• Processing of Sub-con ID issuance for new sub-con employees

HR Procedure and Training:

• Recruitment – Screening of applicants and scheduling for interview
• Issue newly hired list of requirements for employee 201 file
• Coordination with current HMO provider for pre-employment medical exam of newly hired employees
• Conduct orientation for newly hired employees that must be done on the first day of employment (Orientation Package, Employee Handbook
• Submission of the Headcount Report to Apollo Yang on a monthly basis
• Email reminder notice to HODs for the 3rd and 5th month evaluation (EPE) of Probationary Employees and once submitted, file on the Employee 201 for Admin review and recording
• Maintenance of the Employee 201 Files: Update Employee Data Register and Employee Personal Information Access
• Processing of Service Award Recipient list to be submitted to Apollo Yang
• Monthly monitoring of Timekeeping Infractions
• Leave Monitoring (Payplus): Annual Credit Resetting, Removal of PAL every April 1
• Processing of Employee’s Last Pay: Clearance, Pay Information Summary, Separation Checklist, Final Pay Processing at Payplus
• FTE OT Report: OT Analysis of Product Leader, Temp Staff OT Report and sending of OT Report to HODs

Government Reporting:

• Processing of SSS Contributions and Employee Loans for payment to the Agency via online
• Processing of new employee PHIC, submission of the Monthly PHIC report to the PHIC Agency and payment of the corresponding premiums via online
• Processing of HDMF premium contributions and Employee Loans to the Agency
• BIR Registration to new employees without TIN
• Monitoring of all the Permits, Licenses and Subscription for the Branch and making timely renewal

Travel:

• Travel coordination with accredited Travel Agencies and Travel Coordinator of the destination Branch for employee official business trip with regards to: Plane Tickets, Hotel Booking and Transportation
• Submission of the Hotel Booking Reports and Monthly Travel Report to Gloria Ku, GM – Travel & General Administration, North and South Asia Regional
• Preparation of APV for the Travel Agency billing for payment to be submitted to AP Accounting

Qualifications

• Graduate of any business related course
• 1-2 years experience in Administrative and General HR role
• Possessing the ability to multitask
• Being organised and detail-oriented
• Being flexible and able to adapt to changes in the workplace
• Excellent knowledge of Microsoft Excel and Pivot
• Effective interpersonal skills, including proven abilities to listen, comprehend, effectively communicate clearly and concisely to obtain positive results.
• Good Microsoft Office skills (Excel, Word etc.).
• Fluent in English
• Pro-active, strong organizational skills

Behaviours:

• Self-reflecting and open to feedback
• Possessing a positive attitude
• Initiative and ability to work in autonomy
• Role model of integrity and pride for all employees
• Proven leadership attitude and background

Additional Information

Expeditors offers excellent benefits

• Paid Vacation, Holiday, Sick Time
• Health Plan: Medical Insurance (including immediate dependent)
• Life Insurance
• Employee Stock Purchase Plan
• Training and Personnel Development Program
• Growth opportunities within the company
• With provision of 26 days Work-from-Home Set-up per year.

All your information will be kept confidential according to EEO guidelines.