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Administration and Office Coordinator

3 months ago

Cebu City, Central Visayas, Philippines OPERATION SMILE PHILS. FOUNDATION INC. Full time

Administrative Assistants (Administration & Office Support)

Full time

Add expected salary to your profile for insights

The Administration and Office Coordinator at the Cebu Center of Excellence (COE) will be responsible for efficiently and accurately handling day-to-day administrative needs at the Operation Smile Philippines (OSP) Cebu Center of Excellence (COE). As the administrative lead, you will provide support to projects associated with the Cebu COE, coordinate with contractors, partners, all staff teams, and support the Finance Officer in processing receipts and other related expenses. This role provides support to the management team for administrative support as well as preparation and planning for local and global visitors. The Center Administrator reports directly to the Cebu COE Center Director and interim to the Director of Global Project Development.

Key responsibilities include:

  • Provide administrative support to the team, including tasks such as scheduling meetings, managing calendars, coordinating travel arrangements, preparations for visitors to the COE, and preparing documents or presentations.
  • Maintain project files, records, and databases, ensuring accuracy and confidentiality. Organize and archive project documents, meeting minutes, and reports for easy retrieval.
  • Assist in drafting, proofreading, and formatting emails, memos, reports, and other project-related documents. Maintain effective communication channels with staff, contractors, and other service providers.
  • Maintain resources throughout Center in alignment with the Operations team; being a key resource for potential sourcing and ensuring all administrative components are aligned.
  • Assist in coordinating resources, such as personnel, equipment, and supplies. Collaborate with internal departments and external vendors to ensure availability and timely delivery of required resources for the Center office and for all visitors.
  • Assist in educating staff on expense policies, procedures, and best practices. Regularly communicate updates or changes in processes to staff.
  • Ad hoc administrative tasks to support the Center with its programs, operations, key initiatives, and development.

Qualifications & Experience Required

  • Bachelor's degree in business administration or a relevant area of study
  • Minimum of 3 years of previous experience in a similar role
  • Demonstrated ability to work effectively under pressure and create solutions on the spot
  • Strong communication skills, both written and verbal
  • Good interpersonal skills with the ability to build strong relationships with all levels of stakeholders
  • Good listening skills, with high levels of attention to detail
  • High degree of flexibility and motivation, and positive "can-do" attitude.
  • Strong attention to detail, accuracy, and ability to handle confidential information.
  • Proficient in using MS Office Suite (Excel, Word, Outlook) and other relevant software.
  • Excellent organizational and time management skills, with the ability to multitask and meet deadlines.
  • Customer service-oriented mindset with the ability to provide prompt and helpful support to staff.
  • Ability to work both independently and collaboratively in a team environment.
Your application will include the following questions:

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