[ref. e41310516] Guiguinto - Warehouse Administrative Assistant
Job Description
GRB Enterprises Inc.is a professional distributor ofhigh-qualityproducts to serve the needs of manufacturing and commercial businesses throughout the Philippines. Founded in 1990, the company has a proven track record of high ethical standards and reliability while consistently demonstrating an ability to provide innovative solutions to clients needs.GRB Enterprises Inc. has enjoyed a long-standing partnership with 3M (Neogen) to distribute Food Safety Products, 3M Cleaning & Workplace Safety Products, and more. Additionally, through partnerships with companies such as Decon7, Kimberly Clark Philippines, Karcher Philippines, Bibliotheca Pte Ltd, and Honeywell.
GRB Enterprises Inc. has a highly diverse portfolio of products to address the evolving challenges faced by Filipino businesses today and far into the future.
The Administrative Assistant for the Logistics Department provides essential support to ensure the smooth flow of logistics operations in the Bulacan Warehouse. This includes managing invoicing and documentation, handling petty cash replenishment, scheduling and dispatching drivers, processing requests for supplies and medicine, and coordinating vehicle maintenance and repairs.The role also covers general logistics administrative duties and cross-functional coordination to help meet operational goals.
Key Responsibilities:
A. Invoicing and Documentation
Prepare, encode, and file Sales Invoices (SIs), Delivery Receipts (DRs), and other related logistics documents.
Ensure completeness and accuracy of documents before dispatch and submission.
Organize physical and digital filing systems for easy tracking and audit compliance.
Coordinate with Sales, Warehouse, and Accounting for timely processing of paperwork.
Generate regular reports on delivery activities and invoicing status.B. Driver Scheduling and Itinerary Management
Create and issue daily itineraries for drivers and helpers based on delivery priorities.
Coordinate route assignments and delivery dispatch schedules.
Monitor real-time delivery status and adjust schedules as needed.C. Petty Cash Management
Disburse petty cash for approved expenses (e.g., fuel, tolls, minor supplies)
Maintain and reconcile petty cash records and ensure all disbursements are supported by valid receipts.
Prepare replenishment reports and submit to Finance for validation.D. Vehicle Repair & Maintenance Coordination
Monitor the condition of warehouse vehicles and report maintenance needs.
Schedule preventive maintenance and coordinate emergency repairs with accredited service centers.
Maintain records of repair costs, service dates, and vehicle documentation such as registration and insurance.E. Supplies and Medicine Requests:
Track consumption and initiate timely requests for office and logistics supplies.F. Other Related Tasks:
Assist the Collections Manager/Logistics Manager with special assignments and reporting requirements.
Support coordination during inventory activities, warehouse audits, or large delivery operations.
Help ensure compliance with company policies and logistics protocols.
Provide backup support to other admin personnel when necessary.
Assist in coordinating safety inspections or compliance-related requirements for the logistics team.
Facilitate the flow of communication between the Bulacan Warehouse and main office regarding logistics needs or concerns.
Qualifications:
Graduate of any four-year course, preferably in Logistics, Business Administration, or related fields.
Minimum of two (2) year of experience in logistics, warehouse, or administrative work.
Proficient in Microsoft Office (Excel, Word).
Familiarity with ERP and WMS is an advantage.
Organized, detail-oriented, and able to work under minimal supervision.
Strong communication and coordination skills.
Able to multitask and prioritize in a fast-paced environment.
Trustworthy in handling confidential documents and cash.
Willing to work on-site in Guiguinto, Bulacan (Monday to Friday).