Administrative Executive

Job description:

Job Location: Ortigas, Pasig City, Philippines 

Hiring Manager: AVP, Facilities Management

Role directly reports to: AVP, Facilities Management

Duties & Responsibilities:

• Procurement and Purchasing Management 
• Logistics
• Assets Administration and Management Routinely re-order department supplies
• Update mail/phone directories
• Manage the cleaning contractor to ensure cleanliness of office area, pantry, common area and toilets;
• Monitor the performance of on-site duty security guard.
• Manage the security cameras and security door access system in the office;
• Maintain visitor log and key management if required;
• Access cards/office keys: maintaining the key register and ensuring that the register is up to date with the latest information;
• Act as the main point of contact for staff queries around the office and facilities;
• Liaison with landlord for facilities related matters: being the main point of contact for any issues with the office;
• Ensuring that the stationery is stocked and any special requests are ordered;
• Ensuring the pantry supplies are stocked and any special requests are catered for;
• Liaise the budget request (BR), purchase request (PR), and complete the process of receiving in the Insight System and work with Group Finance to settle the invoice payment;
• Attend the training organized internally in order to learn how to use the Insight System properly and comply with company regulations and polices;
• Arrange any visitors or customers’ visit for food & drink and coordinate company events if necessary.
• Ensure all Philippine Government compliances and regulations are fully always complied.

Office Support

• Manage and track/issuance of access card, key assignment and work desk set-up for new hires and leavers
• Manage office and pantry supplies and ensure total spending is within budget
• Liaise with office management for office maintenance matters e.g. air-conditioning, lights, fire extinguisher, etc.
• Be the key contact person for fire drills
• Provide administrative support to other departments
• Mail and Courier Shipment – Collect/distribute mail and arrange courier shipment
• Pantry, Stationery and Office equipment - Responsible for Pantry, Stationary
• Supplies, including all drinking water, snacks and disposable crockeries matters
• Printer - responsible for all company printing and printer issues, including but not limited to printing supplies, paper, maintenance and payment of invoices
• Season Parking - Ensure monthly season parking for all vehicles in the company are paid for on time 
• Electricity, Phone and Internet Monthly Bills - ensure all invoices are settled on a monthly basis
• Office Access - Update access list and ensure access is given to authorized employees for new hires & resignations
• Filing - ensure filing system in company is strictly enforced
• Preparation and update of SOP - take time and effort to set up, maintain and update all Standard Operating Procedures for admin duties
• Printing name card for relevant employees
• Provide logistical support for ad hoc meetings & year end office celebration
• Safe Entry - Enforce and ensure all company employees strictly follow the safe entry requirements as dictated by the government or projects as assigned where necessary
• Ad-hoc duties and other tasks / functions that may be assigned by the Company as per business requirement. These may change from time to time to reflect the changing requirement of your position and our business

The successful candidate must have:

• Bachelor’s Degree or equivalent
• 3-4 years Previous Administrative Background is preferred
• Excellent English Oral and Written Communication Skills
• Self-starter who is target-driven and motivated
• Good interpersonal skills
• A high level of judgment, advanced problem-solving technique, analytical thinking
• Detailed and process-oriented
• Knowledgeable in MS Office applications (Word, Excel, PowerPoint, Visio, etc.)
• Knowledgeable in the use of Google Forms and QR code creation and processing
• Able to work under pressure