About the Role
Drake Business Services Asia is a leading provider of managed services in the Philippines, helping our clients to focus on what they do best.
We’re looking for a highly motivated Operations and Records Management Associate who will play a role in supporting logistics operations and administrative functions related to records management, shipment coordination, and office administration. This position ensures the efficient organization, maintenance, security, and accessibility of both physical and electronic records. The role also facilitates smooth logistics operations and administrative workflows to support the efficient functioning of the unit.
Why Join Our Team?
We value our team members and are committed to fostering your career aspirations. We offer:
- Opportunities to work within leading international brands.
- Ongoing training and support to continually grow your skills and abilities.
- Strong career growth opportunities.
- Employee recognition and reward program.
- Future opportunities to transfer to other prestige clients.
Responsibilities
This role will have the following day-to-day duties:
Logistics and Shipment Coordination:
- Draft and process correspondence for customs clearance of incoming shipments, including personal effects and motor vehicles for staff members, and coordinate follow-ups with customs brokers to ensure timely clearance and delivery.
- Support the coordination of freight transportation with couriers, forwarders, and other service providers supporting the Regional Office.
- Assist in preparing expenditure batches for routing to technical units to ensure cost recovery under RAS/ASU dispatch tracking and inventory systems.
- Assist in procurement requests for RAS vendors, prepare adjudication reports, and ensure all purchase order (PO) activities are tracked and monitored for timely payments.
- Ensure the accurate processing of invoices, initiation of payments to the GSC, and up-to-date tracking of purchase orders (POs).
- Maintain regular communication with internal and external stakeholders, including the drafting of correspondences and official replies.
- Compile, maintain, and update monthly statistical information on the weight, cost, and tracking of outgoing shipments and diplomatic pouches.
- Perform other logistics-related duties as assigned.
Records and Archive Management:
- Assist in the classification, routing, and archiving of documents.
- Assign and track reference numbers for incoming communications and maintain a cross-reference index for document retrieval.
- Manage and maintain the central archive system, including both physical and electronic records, and ensure timely updates to inventory databases.
- Support the organization, retrieval, and final archiving of essential files, communications, and documents in line with organizational standards.
- Preserve mail materials and records in their original condition, ensuring the integrity of archived content.
- Evaluate the historical significance of documents, photographs, and other archival materials to determine preservation and conservation needs.
- Identify and address preservation and conservation challenges for physical and electronic records, implementing the most suitable resolution methods.
- Verify and validate the authenticity of historical records and ensure the quality of archived materials.
- Create and maintain searchable, retrievable databases and computer archives using the latest developments in electronic information storage technology.
- Provide support to staff requiring access to the mail, materials, and resources in the archive.
- Perform other records management-related duties as assigned.
Administrative Support:
- Assist the Senior Business Operations Associate with assigned administrative tasks, ensuring timely completion and attention to detail.
- Support the coordination and facilitation of training sessions, workshops, and capacity-building activities for staff and other stakeholders.
- Provide general administrative support, including scheduling meetings, preparing reports, drafting minutes.
- Perform other administrative duties as required to support operational efficiency.
Required Skills, Qualifications & Attributes
To be successful in this role, the ideal applicant will possess the following attributes and qualifications:
- Bachelor’s degree in business administration, records management, logistics, or a related field
- Minimum of 1 year of experience in records management, logistics, or administrative support roles
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook)
- Competence in the use of electronic records management systems and archiving tools
- Knowledge of customs clearance procedures, logistics operations, and shipment handling (advantageous)
- Strong organizational and time-management skills
- High attention to detail with the ability to maintain confidentiality and integrity in handling sensitive records
- Excellent problem-solving skills, with the ability to prioritize tasks and manage competing deadlines
- Strong interpersonal skills to work effectively with internal and external stakeholders
- Ability to work with large volumes of records and data, including both physical and electronic formats
Feel free to apply even if you don’t fully satisfy these requirements – we’ll be in touch to discuss whether you’re a good fit for either this position, or a similar role with Drake Business Services Asia.
How to Apply
If this role sounds like you, please click on the "Apply" button and submit your resume today!
If you are not successful in this position, your details will be stored in our database. In the future, we may contact you for similar roles that align with your skillset and experience.
About Drake Business Services Asia
Drake Business Logistics is a leading Philippine-based managed services provider, offering complete outsourced management of non-core support functions to deliver measurable cost reductions and efficiency improvements.
Working alongside our global partners in six countries across the Asia-Pacific region, we empower our clients to focus on their core business, reassured that their support services are in the hands of an industry expert.
