Administrative Officer

Found in: beBee S PH - 3 weeks ago

Philippine, Philippines Unioil Petroleum Philippines, Inc. Remote Work Freelance Full time

Job Qualifications:

Candidate must possess at least a Bachelor’s/College Degree in Engineering, Management or Office Administration related courseAt least4 years of supervisory experience overseeing day-to-day operations related to document section, office facilities, equipment and supplies, housekeeping, reception, and messengerial services.Solid knowledge of office proceduresProvides assistance in the development of sustainable policies and operating procedures.Preferably has knowledge in building facility managementExperience with office management software like MS Office (MS Excel and MS Word, specifically)Strong organization, time management and scheduling skillsAbility to multitask and with problem-solving attitudeGood communication skills (written and verbal)Attention to detail

Job Description:

Administrative Officer act as the point of contact for all employees, providing and ensuring that all administrative support duties and activities including queries within the organization are responded and run efficiently.

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Main duties include managing, organizing and placing orders of office stocks/supplies, facilities and equipment; creating, monitoring and reviewing records/inventory worksheets; preparing financial and administrative reports (e.g. requests, expenses and office budgets); managing housekeeping, vehicle requests among others thus, ensuring that all administrative activities run smoothly on a daily and long-term basis

I. OFFICE FACILITIES & HOUSEKEEPING

· Responsible on office maintenance and general repair (air conditioning, water supply, office facilities repairs, etc.)

· Supervision of housekeeping activities: organizing, maintaining, cleaning and sanitizing of office areas and all its facilities

· Arrange meeting refreshments for executive, client, customer meetings

II. OFFICE EQUIPMENTS AND SUPPLIES

· Manage office supplies/stocks, PPE’s and place order (consumables and non consumables)

· Manage and maintain office equipments (i.e.printer/scanner/photocopier)

· Create/maintain, monitor and update admin inventory records

· Maintain a standard company calendar and schedule for pest control and AC cleaning

· Responsible in asset tagging and inventory of supplies and office equipments and appliances

III. RECEPTION AND MESSENGERIAL SERVICES

· Manages reception services which includes

- Manage phone calls

- book meeting rooms

- receive and distribute mails, letters, billings, documents, parcels, packages etc.

· Responsible in managing all messengerial and delivery services including courier services

IV. DOCUMENT MANAGEMENT

· Responsible in managing filing system or data management which includes all important and confidential company documents

V. MAINTAIN AND PROCESS ONLINE ADMIN PROCESSES (through Kissflow)

VI. ANSWER AND RESPOND TO QUERIES OF EMPLOYEES AND CLIENTS

VII. UPDATE AND CREATE OFFICE POLICIES AS NEEDED

VIII. MAINTAIN COMPANY DATABASE AND REPORTS

· For expense and office budget purposes

· For presentation purposes with data and analysis

IX. SCHEDULE AND ARRANGE IN-HOUSE AND EXTERNAL CORPORATE FUNCTIONS/EVENTS

X. MANAGE AND PROCESS ALL RELATED ADMIN BILLINGS

· Rentals (office and equipments)

· Electricity and Water

· Courier

· Supplies

XI. SUPERVISION OF ASSIGNED DIRECT REPORTS

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