Administrative Assistant  

Höegh Autoliners is a people-driven company with the belief that businesses should not only be forming lasting services but also lasting careers. We want to work with people who are incredibly team-oriented, jump head-first into a challenge, and always maintain a high-bar for excellence.

If that sounds like the type of team you want to join, we can’t wait to meet you!

A Little About Us

Höegh Autoliners is a global leader in Ro/Ro deep sea transportation services. The company owns and operates approx. 50 Pure Car and Truck Carriers (PCTCs) in global trade systems, making around 3 000 port calls yearly. Managed from a worldwide network of around 20 offices, our main customers are major manufacturers of new cars, heavy machinery and other rolling stock. Höegh Autoliners is also a leading carrier of second-hand vehicles.

A Lot About You

You are a master multi-tasker with excellent communication skills and an upbeat attitude. You are someone who is always prepared and responsive, and willing to meet each challenge directly. You are comfortable with general office tasks, and have a genuine desire to meed the needs of others. You are passionate to provide support to managers, employees, and office visitors by handling a variety of tasks in order to ensure that all interactions between the organization and others are positive and productive.

Main Responsibilities

Reception

• Handle all reception area tasks: welcoming of visitors, phone operator, transport services, non-stock items requisition, and mails & documents handling
• Collect all billings and invoices of vendors and suppliers, and forward those to Local Accounting for payment
• Requisition and inventory of office/pantry supplies

Timekeeping

• Prepare and provide payroll team of monthly timekeeping reports for all Höegh company employees (undertime, overtime/night differential pays, meal allowances, etc.)
• Send electronic door in/out report to Line Leaders
• Support payroll for variable tracking, as needed
• Statutory Compliance and other Compliance
• Provide assistance to employees on matters relating to their claims (maternity & sickness) from SSS
• Updating of employer records yearly such as authorized signatories
• Assistance to Administration Team Lead with DOLE during inspections and submission of monthly requirements for company compliance (regularization reports, annual medical reports, etc.)
• Update OSH/DOLE reports with new published IRR/DOs

Company Assets

• Make a canvass and arrange with approved suppliers for procurement of company assets, create comparative data for approval, and prepare purchase order for approved suppliers' quotation
• Accreditation of all suppliers in coordination with Local Accounting procedures
• Safekeeping of suppliers' documents for Admin reference (licenses, SEC Registrations, sample receipts/OR)
• Handle all matters concerning office space maintenance and repairs, then reports to Admin Team Lead if there are necessary actions needed

Organization Support

• Performs Admin duties for HTMI, and coordinates these to Administration Team Lead
• Handle and collaborate with Administration Team Lead during company-wide activities (budget, program, venue)
• Handle concerns with the Caterer such us but not limited to surveys, weekly menus, employees' feedback, etc. and escalate to Administration Team Lead
• Assist with AEP and ACR application of foreign employees in coordination with Del Rosario Law Office
• Prepare materials for HFSP board meetings and conferences
• Computation of Environmental Aspects Review every quarter
• Performs other lawful functions as directed by line leader

Accounting Support

• Safekeeping and disbursement of petty cash fund for all Hoegh companies
• Submit liquidation to Payroll and Accounting for fund replenishment
• Send out reminders to employees for pending liquidations

• Holds a Bachelor's Degree of any course
• Have at least 3 years of administrative experience
• Proficient in Microsoft Office applications
• Excellent written and verbal communication skills
• Proactive, detail-oriented and resourceful
• Team player
• Honest, and with a high level of integrity
• Can work with minimal supervision