Office Assistant for Resident Accounts, Materials, and Inventory  

Summary of Work Activities and Responsibilities:

The Office Assistant for Resident Accounts, Materials, and Inventory provides administrative support in managing resident billing and student accounts, coordinating inventory and supplies, and facilitating office communications and logistics. This position ensures the timely preparation and reconciliation of billing statements, accurate tagging of accounts, and efficient tracking and replenishment of materials for both residential and office requirements.

Main Duties and Responsibilities:

I. Resident Accounts Management Support

• Administers billing and invoicing processes by preparing, issuing, and monitoring billing statements and invoices
  • Prepares semestral billing statements for scholars and athletes and coordinates with relevant University offices to ensure proper accounting and settlement (e.g., University Athletics Office, Office of Admission and Aid - Undergraduate Education, Office of the Assistant Vice President for Graduate Education, and Senior High School - Office of Admissions and Scholarships)
• Maintains accurate and up-to-date records of resident accounts
• Facilitates the tagging and de-tagging of student accounts in the Ateneo Integrated Student Information System (AISIS) for non-payment of various dorm- related miscellaneous fees and charges
• Coordinates with the Central Accounting Office (CAO) for the reconciliation of student resident accounts related to lodging fees
• Prepares regular reports on all collected and outstanding balances, including payments collected from transient guests and external users of URH facilities
• Prepares aged receivables report and flags overdue accounts, in coordination with the Office Assistant for Accounting and Internal Controls

II. Inventory Management Support

• Provides inventory management support by monitoring stock level, encoding stock replenishment, and maintaining/updating records, in coordination with the Administrative Assistant
• Issues office and guest supplies/assets to requesting personnel or sections
• Reviews and inspects deliveries in coordination with the Administrative Assistant and Office Assistant for Accounting and Internal Controls, and records verified items in the tracking system
• Conducts physical inventories of office, resident, and guest supplies and assets, in coordination with the Residential Operations team, to prevent any loss/discrepancies
• Reconciles physical inventory counts with recorded balances

III. Office Management Support

• Attends to visitors and responds to inquiries and requests from stakeholders from various communication channels
• Attends to and screens correspondences and packages received by the Office
• Prepares relevant documents and materials by gathering, reproducing and/or collating documents

IV. Performs other duties as may be required by the immediate supervisor or authorized representatives

Knowledge, Skills, and Abilities:

• Attention to Detail: Is thorough when performing work and conscientious about attending to detail
• Administrative Support: Knowledge of administrative and office procedures and systems such as word processing, managing files and records, and workplace terminology
• Technological Savvy: Ability to utilize information technology and computer and internet systems to accomplish tasks (i.e., MS Office and Google Suite applications)
• Technical Acumen: Knowledge of basic accounting principles and practices, analysis and reporting of financial data
• Records Management: Ability to systematically organize, store, update, and protect records throughout their life cycle – from the time of creation or receipt to their eventual disposition/turnover
• Customer Service Skills: Ability to understand client perspectives and respond to their needs with urgency and serious attention
• Service Orientation: Actively looking for ways to help people; Ability to relate with client well-pleasing, warm, patient and respectful in dealing with people
• Interpersonal Skills: Ability to effectively relate, collaborate, and negotiate with different job levels in different circumstances, taking into consideration their needs, feelings, and context
• Communication Skills: Ability to communicate tactfully and sensitively with all types of personalities and predispositions
• Organization and Prioritization of Work: Ability to effectively plan and coordinate the delivery of required outcomes, according to importance and urgency; keen to details
• Time Management Skills: Ability to use one’s time and resources efficiently and effectively

Education and Experience Requirements:

• Bachelor's degree, preferably in Business Administration or Accountancy
• At least 1 year of relevant work experience