Admin Assistant

Interview Schedule

Proposed: August 8, 2025 │ 7:30 PM Manila 

Remarks: To Confirm

Work Type

Proposed: Full time

Remarks: Part time then will add more

Number of Staff

Proposed: 1 Remote Staff to start

Remarks: Will start with 1 before adding more

Time zone and Work Hours

Proposed: EST and State of GA

Remarks: Confirmed

Rate and Billing Details

Rate: $6.75 USD per hour
Work Type: Full Time

Monthly Hours: ~86 hours │ $580.50 USD

Refundable Security Deposit: $580.50 USD

Security Deposit

Required: Full month salary

Remarks: Confirmed

Preferred Work Setup

Proposed: WFH/CC

Remarks: Work from home (wfh)

Working hours per week

Proposed: 20 hours per week │86 hours per month

Remarks: Confirmed

Specialized Skill(s) / Expertise

Not mentioned

Remarks: NA

Highlighted Experience

Admin Assistant

Remarks: Confirmed 

Is Certification required?

Not mentioned

Remarks: : NA

Required Software or Platform background

 OneDrive and Excel

Remarks: General Common Tools for administrative roles

Start Date

Right after hiring

Additional and confirmed information gotten during the discovery meeting.

Roles/Responsibilities:

1. File Organization

   • Organize project/job files in OneDrive, with each house/project having its own folder.

   • Maintain and update folder contents with all relevant documentation.

2. Documentation Support

   • Go through design packets from the designers and extract details.

   • Input extracted information into an internal form to simplify the cabinet drafting process.

   • Create and maintain reference documents to assist with drawing/drafting.

3. Email Handling

   • Receive forwarded emails

   • Extract relevant project information and file them in the appropriate OneDrive folders.

4. Inventory Management

   • Manage an Excel-based inventory list that includes links to supplier information.

   • Track items that need to be ordered.

   • Place inventory orders on a set schedule (e.g., twice a week).

   • Set up and handle communication with suppliers.

5. Kanban System Management

   • Create Kanban cards as needed to track workflow and tasks.

6. Administrative & Office Support

   • Provide general organizational and administrative support.

   • Help delegate and ease operational workload.

Additional Roles and Expectations

Key Expectations in Detail:

1. Proactive Organization:

   • Take ownership of organizing all job-related files using OneDrive.

   • Ensure folders are structured and always up to date without constant supervision.

2. Design Packet Processing:

   • Review design documents from multiple designers.

   • Extract and enter relevant information into simplified forms that assist in the drafting process.

3. Independent Communication Handling:

   • Receive forwarded emails and independently extract and organize necessary information.

4. Inventory Control:

   • Maintain the inventory tracking system (Excel sheet).

   • Coordinate orders with suppliers and ensure timely reordering.

5. Workflow Assistance:

   • Support production workflow through Kanban card creation and task tracking.

   • Help improve operational efficiency by managing tasks others in the small team don’t have time for.

6. Self-Sufficiency & Flexibility:

   • Take initiative and work independently.

   • Be flexible and open to growing responsibilities as familiarity with the business increases.