Admin Assistant  

Duties & Responsibilities

The Admin Assistant keeps the Cebu office running and owns the physical, recurring, and administrative work that currently has no owner. The first 90 days are dominated by clearing the statutory sales invoice backlog. After that, the role settles into office administration, petty cash, filing, and recurring manual data work.

Statutory receipt printing and filing (core, and the dominant workload for the first 90 days)

• Operate the dot matrix printers to print the backlog of BIR pre-numbered sales invoices on continuous form stock, and keep current-month issuance printed on an ongoing basis.
• Burst, separate, and sort printed forms into correct sequence.
• File all printed sales invoices in the physical filing system at the Cebu office, in sequence and retrievable on request.
• Track spoiled, misprinted, and voided forms accurately, and account for every serial number in the series. No form is discarded without being logged.
• Monitor form stock levels and flag reorder needs ahead of running out.
• Maintain a daily print log covering serial range printed, count, spoiled forms, and any issues encountered.

Office administration

• Hold and reconcile the office petty cash float for office-level expenses (cleaning, pantry, water, general maintenance, supplies), and submit liquidation with complete receipts on the agreed cadence.
• Keep the office stocked. Supplies, pantry, and cleaning materials should never run out.
• Book and supervise cleaners, and own general office cleanliness and orderliness.
• Maintain the general, non-financial physical and digital filing system for the Cebu office.
• Receive and route deliveries, couriers, and physical documents.

Recurring manual data work

• Perform the daily marketplace data pull. Export the required files from Shopee, Lazada, and TikTok Shop seller centers, upload them to the designated Drive folders using the exact naming convention, and confirm the pipeline ingested them successfully.
• Perform other recurring manual data-entry and file-handling tasks as assigned.
• Escalate immediately when an export fails, a file looks wrong, or ingestion does not confirm. Do not silently skip a day.

Founder and team support

• Handle ad-hoc administrative tasks requested by the founder, and report back on completion.
• Support the accounting, live selling, and Cebu operations staff with administrative tasks, with the founder's approval.

• At least 1 year of administrative, clerical, office support, encoding, or data-entry experience (required). Fresh graduates are considered only with clear evidence of sustained, detail-heavy work, such as working through school, a clerical internship, or records and inventory work.
• Reliable attendance and punctuality (required). This is the single most important trait in the role, because the core value of the position is being physically present.
• Based in Metro Cebu, within a reliable daily commute of Mandaue City (required). Five days per week on-site is a hard requirement, not a preference.
• Genuinely comfortable with repetitive, high-volume, detail-critical work (required). The first three months involve printing, sorting, and filing tens of thousands of documents.
• Trustworthy with cash and with statutory documents (required). This role holds the office petty cash float and handles pre-numbered BIR sales invoices.
• Able to follow a documented process exactly, and to flag a deviation rather than improvise around it (required).
• Basic to intermediate Google Sheets (required). Data entry, simple formulas, sorting and filtering, and following a file naming convention precisely.
• Comfortable taking direction from more than one person without friction (required). This role supports several people across the Cebu office.
• Comfortable communicating in English, Tagalog, and Bisaya (required). English is the priority, because the wider team is remote across the Philippines and English is the shared language everyone works in. In the Cebu office itself, the day-to-day spoken language is Bisaya.
• Basic comfort with office hardware such as printers and paper handling, or a clear willingness to learn it (helpful).
• Any exposure to physical records management, document filing, or petty cash handling (helpful).