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Admin Officer

2 months ago

Metro Manila, Philippines Wee Community Developers, Inc. Full time

JOB SUMMARY

1. Overseeing the daily operations of the office to ensure efficiency and productivity.

2. Managing office supplies and inventory, ensuring that the necessary supplies are ordered and 
stocked, coordinating maintenance and repairs for office equipment and facilities.

3. Providing administrative support to Supervisor, Manager and Group head, including scheduling 
meetings, preparing documents, and handling correspondence. 

4. Managing office budgets and expenditures, including processing invoices, tracking expenses, and 
preparing financial reports.

5. Managing the logistics for events, including venue booking, catering, and transportation 
arrangements.

6. Preparing meeting agendas, taking minutes, and following up on action items. Serving as the point of contact between management, employees, and external stakeholders.

7. Handle Travel arrangements for Associates, Officers, Supervisors, Managers, Department Heads 
and Project Directors; Booking flights, Accommodations, Transportations, Prepare travel itineraries if needed and ensure all travel-related documents are in order.

8. Preparing and submitting regulatory reports and documentation as required. Coordinating resources, timelines, and tasks to ensure successful project completion.

9. Managing Office supplies, equipment, and inventory. Ensuring cleanliness and organization of the office environment. Providing administrative assistance to staff, other departments, and executives.


10. Negotiating contracts and managing relationships with vendors and service providers.

11. Ensuring the office adheres to all relevant health and safety regulations. Implementing security protocols and managing emergency procedures.

13. Maintaining compliance with corporate policies and legal requirements.

14. Prepare housekeeping schedule per offices and satellite offices.

15. Managing internal communication such as memos and announcements. Leading or participating special projects or initiative that enhance office operations.

16. Supervising Administrative staff, including receptionists, Sales Admin, clerks, and other support 
roles.

17. Organize and maintain the daily schedules of drivers and messengers, ensuring that all 
assignments are completed on time.

18. Task allocation: Assign tasks to drivers and messengers based on priority and availability.

19. Monitor Performance: Regularly assess the performance of the drivers and messengers to ensure 
tasks are being completed efficiently and effectively.

20. Creation of work permits and gate pass.

21. Oversee the following trades:
i. Logistics Management
ii. Communication Management
iii. Training and Development
iv. Budget Management
v. Health and Safety

22. Traveling off-site to check satellite office:
i. Office Supplies
ii. Model Unit/s

23. Monitoring of company assets and proper tagging
i. Equipment
ii. Furniture’s and appliances
iii. Machinery etc.

24. Monitoring Warehouse

25. Preparation of Request for Payment (RFP) based on RFP tracker and other request for payment.

26. Raise issues to Supervisor, Manager and/or Head. 

27. Assist colleagues whenever necessary.

28. Perform additional duties as needed.

 

QUALIFICATIONS

Graduate with a Bachelor's Degree in any related field.With at least four (4) years of related working experienceExcellent communication skills and a team playerHighly organized, detail-oriented, and able to multitaskExcellent analytical, problem-solving, and management skills.Proficient in the use of Microsoft Office applicationsWilling to start as soon as possible