Administrative Assistant

Are you an organized, detail-oriented professional who thrives on providing operational support and making every employees experience exceptional? Then join us in our mission to pioneer smarter solutions for moving and transforming water, reducing energy consumption, and enhancing quality of life for people.

As our new Administrative Assistant, you will be providing comprehensive administrative and operational support across procurement, onboarding, and events coordination for our Grundfos IS (GIS) Manila office, in collaboration with Administration and Facilities Manager and Lead Facility Coordinator.

What you will be doing

Your main responsibilities include:

Procurement and Operational Support

• Provide day-to-day administrative support to Grundfos IS Administration in Manila, ensuring regular and ad hoc tasks are executed accurately and on time.
• Manage purchase requests and purchase orders, including collection of required approvals and signatures, and coordination with vendors and internal stakeholders.
• Handle ordering and purchasing of office- and employee-related items such as work tools, special equipment (e.g. laptops, monitors, test mobile phones), access card materials, and standardized onboarding items.
• Support managers and stakeholders across locations (e.g. Hungary, Denmark) with administrative requests related to their Manila-based employees, including special equipment, gifts, and employee recognition items.
• Coordinate vendor search and engagement for services such as training, catering, and other operational needs.
  
  

Onboarding, Employee Support, and HR coordination

• Coordinate onboarding activities in close collaboration with HR, ensuring new employees are welcomed professionally and have required tools, access, and materials ready on their first day.
• Arrange welcome gestures and onboarding materials in line with GIS standards, including personalized items and practical setup of workstations.
• Support visa-related administrative processes, including visa renewals for expatriates.
• Assist with recruitment-related administrative support, including ordering of promotional materials, banners, and giveaways for job fairs and employer branding activities.
  
  

Events, Engagement, and Global Coordination

• Support planning, preparation, and execution of internal and external GIS events and activities, such as townhalls, leadership visits, celebrations, etc.
• Coordinate logistics related to venues, catering, technical requirements, presentations, and activities for events.
• Maintain and update relevant internal information displays and employee-related data to support engagement initiatives.
  
  

What makes you a great fit

Above all, you are a proactive, detail-oriented, service minded administrative professional with strong multitasking abilities, excellent coordination skills, and a genuine passion for creating smooth operational experiences in a global setting. We would also imagine that you have:

• Relevant education within Office Administration, Business Administration, or a similar field
• Minimum 1–3 years of relevant experience in an administrative, coordination, or support role
• Proven experience with procurement support, purchase orders, and vendor coordination
• Experience supporting onboarding activities and coordinating with HR and managers
• Strong organizational and planning skills with the ability to manage multiple tasks simultaneously
• Fluent in English, both written and spoken
• Strong user-level skills in Microsoft Office tools (Word, Excel, PowerPoint, Teams, etc.)
• Experience working in an international or cross-cultural environment is an advantage.)
  
  

Key Success Factors:

• Administrative and operational tasks are delivered accurately, timely, and at a consistently high quality in a multitasking and deadline-driven environment.
• Onboarding activities are executed smoothly, ensuring new hires are well prepared, welcomed, and equipped from day one.
• Events, employee activities, and engagement initiatives are coordinated professionally and in line with GIS standards.
• Procurement, ordering, and vendor coordination are handled efficiently, compliantly, and with cost and quality awareness.
• Confidential information, approvals, and employee-related matters are handled with integrity, discretion, and professionalism.
  
  

Competencies:

• Gets things done – demonstrates strong follow-through and ownership of tasks
• Service-minded and supportive – responds proactively to the needs of employees and managers
• Strong coordination and organizational skills – able to manage multiple activities, priorities, and stakeholders
• Effective communicator – communicates clearly and professionally in English across cultures and levels
• Integrity and confidentiality – handles sensitive information with discretion and trustworthiness
• Collaborative and relationship-oriented – works effectively with colleagues across functions and locations
• Adaptable and flexible – comfortable operating in a dynamic, global environment with changing priorities
  
  

Why you will love working here

We care! Day to day, you can look forward to:

• A collaborative and global working environment, hybrid work arrangement, and flexible work hours
• Annual bonuses and health insurance
• Three days additional paid leave for volunteering activities in your community.
• Access to online learning platforms to pursue personal and professional development opportunities.
  
  

We are inclusive! Celebrating and valuing our differences helps us see possibilities where others cant. We therefore welcome and encourage applications from all abilities, experiences, and backgrounds.

Are you ready to unlock possibilities at Grundfos? Apply today!

To get to know us better, follow us on LinkedIn or visit grundfos.com

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