Western Union Administrative Assistant in Quezon City, Philippines

Job Title: Administrative Assistant

Requisition #: 1703028

Opportunity for Administrative Assistant

Western Union is changing. Yes, we’re the company that moves money around the world quickly and reliably in 200 countries and territories. We are also present in over 510,000 locations bringing immense distribution convenience to our consumers. But we’re on the cusp of becoming much more than that. Our vision is to be the preferred financial services provider for the underserved – billions of people and businesses with unmet financial service needs. That means aggressively pursuing digital, mobile, ATM/kiosk and stored value card strategies that meet the needs of today’s global consumers and businesses. So if you’re looking for a company on the move – and truly one of the most diverse work environments on the planet – then Western Union could be for you.

The Job

As the Administrative Assistant, you will perform admin and office support activities for all departments and multiple supervisors and managers with utmost customer service skills. Your duties may include fielding telephone calls, receiving and directing visitors, word processing, creating spreadsheets and presentations, and filing among others.

In this role, you will be able to perform the following duties and responsibilities:

Reception duties

  • Answer and screen phone calls from suppliers and internal Western Union staff in a professional manner.

  • Meet and greet visitors/customers, maintain visitor security passes (liaising with building management and security representative).

  • Welcome visiting Executives and Clients, organize refreshments, and attend to any of their administrative needs.

  • Handle outgoing / incoming mail and packages.

  • Receive and distribute emails, faxes, and mail correspondence, directly supporting office operations.

Office Administration

  • Type correspondences, and update the phone listing as requested by the different functional teams to support their operations.

  • Diary Management: organize meetings, schedule bookings, and coordinate the team, as requested.

  • File and maintain or update of file records.

Support to Managers

  • Provide administrative support to Managers within the office: comprising of daily update visits with each Manager in the morning and obtaining a task list.

  • Assist with the preparation of information for presentations requested by the Regional Manager and other team members for mandatory reports.

Operational Assistance

  • Arrange VISA / Air Tickets for team members at the least possible cost.

  • Order, receive and securely store office supplies & other requirements requested by different departments,

  • Keep inventory control of office supplies ensuring that goods are purchased at the lowest cost possible, order at appropriate levels to reduce wastage, and maintain security of office supplies.

  • Maintain tidiness of office, which includes break rooms, meeting rooms; turning off lights in conference room when not in use to reduce wastage.

  • Liaise with different government agencies pertaining to employees’ concerns

  • Track corporate billings from mobile phone provider

  • Send Ecozone Monthly Performance Report as required by the Philippine Economic Zone Authority

  • Process Payment Requests for entity 3808

  • Send weekly PO Matching Report to WU NON Oracle & WU APAC AP

  • Send Monthly Call Center Charges to WU Accounting Settlement

Employee Engagement / Satisfaction

  • Employee satisfaction – lead employee initiatives to develop team building activities for the center (e.g. theme days, prizes for performance, etc.).

  • Coordinate and organize employee events (e.g. Monthly lunches, employee events, meeting refreshments).

  • Generate layout for company newsletter and other printing materials like tarpaulin, etc.

Ad hoc Duties

  • Perform other secretarial duties, and provide administrative assistance to team members as needed.

  • Any other duties as directed by the supervisor.

About You

You have a Bachelor’s degree in any field, with at least 2 strong years of Administrative or Secretarial experience, preferably in a multinational organization.

It is essential that you have experience in liaising or dealing with different government offices or agencies.

It is also important that you are licensed to ride, and is skilled in safely riding motorcycles, since this role might require you to travel from time to time.

You must be willing to work on shifting hours spread across 24 / 5.

You are comfortable, and have at least an intermediate skill in using the different Microsoft Office pack, such as Word, Excel, PowerPoint, etc.

You have strong written and verbal communication skills, and is able to deal with employees from across different levels within the organization.

You are able to effectively set priorities, manage multiple tasks and deadlines, and deliver quality work while dealing with interruptions.

You are capable to work independently, demonstrate initiative, and exercise judgment in a fast paced and ever changing operations environment.

Familiarity on Philippines Economic Zone Authority reporting will be an advantage.

What we offer

An interesting multicultural working environment with the ability to collaborate and link across borders with sector and technical experts in all parts of our business supported by cutting edge technology and systems

An attractive base salary is on offer depending on skills and experience, along with a comprehensive benefits package.

The Pay

What’s like here:

The Payments Business Unit of Western Union is one of the world's leading providers of international business payments and foreign exchange. With access to over 130 currencies, we enable companies of all sizes as they move money across borders via a financial network that spans over 200 countries and territories. We’re disrupting fintech with our groundbreaking digital B2B platform, WU EDGE, which helps companies spend less time handling international payments and worrying about foreign exchange exposure, and more time growing their businesses. And we’re just getting started!

Being on the Western Union team means being tenacious and goal-oriented. It means taking risks and quickly finding the path to success. It means having integrity, and finding ways to make things work. It means thriving as part of a diverse, global team of over 10,000 people who are committed to moving money for better . It means being driven to win, and to do work that makes a difference… on a global stage. Sound like you? Apply now!

Inclusion and diversity are fundamental to our culture and success. Achieving our common vision depends on people with diverse backgrounds working together on teams. Who knows, your unique point of view could be the key to our next groundbreaking idea. We’d love to explore that possibility!

We are committed to equal employment opportunity regardless of race, color, religion, sex (including pregnancy or related medical conditions), national origin, sexual orientation, gender identity, age, disability, marital status or other protected category. If you have a disability or special need that requires accommodation, please contact us at careers@westernunion.com .