Administrative Assistant - Aseana/Two Ecom, Pasay in Pasay at TTEC

Date Posted: 2/10/2018

Job Snapshot

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  • Location:
  • Job Type:
  • Experience:
    Not Specified
  • Date Posted:

Job Description

The Administrative Assistant acts as a liaison for the Site Director to coordinate communications and administrative duties, assess overall communication processes, determine and recommend areas of improvement to the communications process, and coordinate center level recognition programs. 
Client Central Services
  • Site tours/Visits
  • coordination of schedules for site tour
  • PR creation for catering needs
  • coordination with security
  • coordination with caterer
  • Shuttle service (use of VIP vans) for transport requirements of clients & guests (from airport/hotel/sites & other destinations)
  • plotting and updating of schedule
  • email confirmation of shuttle details
  • monitoring of driver/coordination of schedule
  • Arrangement of official travel needs of the clients/guests
  • Serve as source of support and information for visiting clients and guests for routine inquiries, scheduling concerns
  • Assistance on Hotel accommodation & visa queries/ processing

Employees Central Services
  • Food/Beverage Services
  • Initial invitation for bidding of concessionaires (to be forwarded to Sourcing team)
  • monitoring of concessionaire performance
  • Evaluation of service and quality of food
  • Check cleanliness/orderliness of the Breakroom and monitor food availability of each concessionaire for employees' consumption
  • Prepare Statement of Account to all site break room vendors and forward checks to AP Team; follow up ORs and endorse the same to vendors concerned
  • Meet/coordinate/assist site HESS Committee members re : Food Concessionaires
  • Meet food concessionaire operators when there are issues/concerns raised during

CLT meetings
  • Assistance to Employees' Business Travel requirements' queries
  • Hotel Bookings/Reservations for VIPs. Clients, guests and employees (including those from provincial sites)  
  • Approve Kronos of Drivers & Admin Asst.
  • Receive & release checks to concerned employees/vendors
  • Prepare LOA for hotel bookings
  • TRZ Support
  • Make sure that TRZ kiosk/desktop is properly working
  • Support basic TRZ task (see TRZ checklist)
  • Prepare Contingency measures during Typhoon
  • Make sure that food supply on all food providers are enough
  • Prepare a blanket PR for van rental. Make sure to note on the PR that the PO will only be used for emergency cases during a typhoon

Other General Support Functions
  • Support to events/coordinate with FL in the implementation & logistics
  • Office Supplies  (for admin department) 
  • Requisition and Ordering
  • Issuance/Replenishment
  • Inventory/Record Keeping
  • Issuance & Control of Consignors ID Pass/Laptop Pass/Car Pass
  • Accounting Responsibilities – PRs/POs/Payment Requests/Vendors’ Supplier

Info Sheets/Invoices

  • Vendors/Suppliers  -- Monitoring Accounts/Communication
  • Mailroom/Postage/Courier/Fax Responsibilities 
  • Receiving, forwarding, distribution of mails, parcels and documents to recipients within the site and shipment to specific destinations 
  • Inbound import shipment processing for clients (per site) NOTE : This will be mainly for site admin assigned in the morning shift
  • Check request for duties and taxes
  • Follow-up approvals for import duties and taxes payment
  • Other Projects – i.e. Annual Renewal of Business Permits Processing
  • Read and reply emails
  • Attend Admin-related queries
  • Processing of invoices for all Admin vendors - hotels
  • Prepare, extract date and submit Admin related reports required by  requestors
  • Attend CLT Meeting
  • Release of  FBRI PO  to all Luzon drivers
  • Statutory Payments
  • Various site-related errands


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