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Administrative Assistant

Date: 10-Jan-2022

Location: Taguig City, Philippines

Company: Canon

Purpose 

The role of an Administrative Assistant is to perform a variety of administrative and clerical tasks for various business units to ensure efficient and smooth operations. The responsibility of an Administrative Assistant includes the following: Perform a variety of administrative and clerical tasks 

Essential duties 

  • Answer and manage incoming calls from reception/enquiries. 

  • Providing support to managers and co-workers. 

  • Collate and create reports for various manager such as sales reports, invoicing reports, backorder reports. 

  • Team ticket creation, allocation and management of outstanding tasks. 

  • Assist with process and procedure documents. 

  • Support Presales Team with KPI reporting & resource management. 

  • Support Billserve Team with administrative tasks such as data entry, ticket creation & management, maintain CRM with correct Sales Rep allocation, forecast credit notes, upload forecast for recurring revenue. 

  • Salesforce administrative support for Sales and Presales team, lead creation & allocation, opportunity allocation & management, Sales Representative alignment to correct customer account, reporting. 

  • Support Quotes team with simple quotes and renewals and update Rams stock availability report. 

  • Assist with End of Month (EOM) tasks such as various Rams billing reports, closing of tickets under contract, creation of TCC WAN invoice, review of static monthly recurring cost. 

  • Provide support to the team with taking meeting minutes, creating basic documents and templates and general ad-hoc administration duties; 

  • Assist the team in the production and maintenance of project plans; 

  • Co-ordinate the production of project summary reports for internal and external customers; 

  • Support the Project Management team in the successful hand-over of project deliverables to Canon support teams; 

  • Maintain systems for recording ongoing project tasks and deliverables.  

  • Compile project reports and maintain required dashboards required by the team. 

  • Coordinate the production of all reports and produce project summary reports to support the team where required. 

  • Carry out administration tasks as required through a defined Project Management tool 

  • Maintain the project library, filing, recording and reporting systems on behalf of project management team. 

Qualifications & Skills 

  • Proficiency in MS Office with expertise in Microsoft Word, PowerPoint and Excel Ability to analyse and revise operating practices to improve efficiency 

  • Detail-oriented and comfortable working in a fast- paced office environment 

  • Exceptional verbal and written communication skills 

  • Superior organisation skills and dedication to completing projects in a timely manner 

  • Proven experience in a similar role supporting the PMO to deliver complex IT infrastructure projects across mid-market and enterprise environments 

  • Use of Microsoft Office and Project  

  • Excellent verbal and written communication skills 

  • Strong attention to detail