Office Manager

2 weeks ago

Manila, National Capital Region, Philippines Xendit Full time
About the Job
  • Team: General & Administration (G&A)
  • Overview of responsibilities
    • The go-to person for all admin needs - the life blood of the office :)
    • Manages & travels between both the Philippine and Singapore offices
    • Oversees office maintenance & logistics, including maintaining cleanliness & upkeep of general premises, manning Front of House, organizing food & supplies/ inventory/ deliveries, and supervising housekeeping staff
    • Ensures office compliance with all rules set by building management and by our compliance team by managing office records and contracts
    • Owns all budgeting, expense management & vendor management work streams including canvassing/ RFP/ PO, purchasing/ installation, and contracting/ payments/ invoicing; works closely with IT, HR, and Finance
    • Meets operational demands by organizing company events, fulfilling administrative and maintenance requests, and providing general support to office staff, guests, and visitors
  • Impact of team & role
    • Help Xendit Philippines grow its TPV and Net Revenues
    • Help Xendit provide world class service by ensuring efficient operations
Minimum Qualifications
  • 2-3 years experience as Office/ Admin Manager
  • A detail oriented problem solver, an independent and fast learner
  • Skilled working under tight deadlines and in a fast-paced environment, and able to prioritize urgent and important requests to manage daily workload
  • Have an upbeat, positive attitude; are a team player
  • Skilled at working across functions/ countries and engaging with multiple internal teams (e.g. HR, IT, Finance, Compliance, Legal) and external stakeholders (e.g. vendors, suppliers)
  • Believe in constantly learning and improving. This includes being open to feedback and coaching for improvement.
Preferred Qualifications
  • Previous exposure to scaling a company from 200 to 1000+ employees in a tech, B2B/B2C, SaaS, e-commerce, or payments startup environment
Responsibilities

Proactively oversee and manage day to day facilities operations and logistics within the premises

    1. Manage onsite facilities and ensure all service levels are met on time
    2. Supervise the housekeeping staff (cleaners, drivers)
    3. Oversee Front of House operations including but not limited to visitor management, security, cleaning, events setup, shipping/receiving supplies
    4. Use your professional experience in compliance, administration, and process improvement to tackle our daily issues within operations

Organize and coordinate operations in ways that ensures maximum productivity

    1. Understand that our operations are vital to our merchants' and partners' perception and our reputation
    2. In collaboration with cross-departmental teams (HR, IT, Finance, etc.), work on creation, coordination, and delivery of programs such as: new hire onboarding, guest reception, snacks/beverages/food, special events, building maintenance, security, mail and shipping
    3. Manage space planning, coordinate changes, and update internal systems

Manage and maintain relationships with partners/vendors/suppliers

    1. Work with building management to ensure office safety and team communication
    2. Oversee office vendor procurement which include invoice processing, contract review, and service maintenance for soft and hard services

Do whatever it takes to make Xendit succeed.


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