Administrative Assistant

Jacobi Building Materials Inc. is an established supplier of construction products serving contractors, developers, architects, and retail customers. Headquartered in the Philippines, the company also supports customers and partners in the United States.

Role Summary:

The Administrative Assistant will support daily office operations, coordinate communications across teams, and ensure timely processing of documents and orders to maintain reliable supply and delivery performance. The role reports to the Office Manager and works within a small, fast-paced operations team supporting construction supply chains.

Key Responsibilities:

• Manage front-desk duties: receive visitors, answer and route calls and emails professionally.


• Prepare, format, and proofread correspondence, reports, invoices, and purchase orders; maintain accurate records.


• Coordinate schedule and calendar management for managers and small teams; arrange meetings and prepare agendas and minutes.


• Assist with order entry, track shipments, liaise with suppliers and vendors, and follow up on deliveries and discrepancies.


• Perform data entry, invoice handling, and basic numeric reconciliation with high accuracy.


• Maintain confidentiality and handle sensitive documentation appropriately.


• Support ad hoc operational tasks and continuous process improvements as required.

• Must-have:

  Proven administrative experience (2+ years) supporting operations, procurement, or sales teams.



• Proficient with MS Office suite (Word, Excel, Outlook).


• Comfortable learning ERP, order-entry, or inventory systems.


• Strong written and verbal communication for interacting with vendors, contractors, and internal teams.


• Excellent organization, time management, and prioritization under deadlines.


• Accuracy in data entry, invoice handling, and basic numeric reconciliation.


• Customer-service orientation and professional phone etiquette.


• Ability to maintain confidentiality and handle sensitive documentation.

• Preferred:

  Associate degree or equivalent in Business Administration, Office Management, or related field.