Admin Staff

1 week ago

Manila, National Capital Region, Philippines Weblio Philippines Inc. Full time

GENERAL WORK SCOPE:

  • Pro-actively propose and execute new initiatives in order to achieve the department's goals and the company's mission
  • The General Affairs / Admin Staff is responsible for documentation of asset usage and investigation on malfunctions or incidents encountered by employees.
  • The General Affairs / Admin Staff is responsible for documentation of asset usage and investigation of malfunctions or incidents encountered by employees
  • Assists in data management, liaises with internet providers, and maintains all Weblio Philippines infrastructure.
  • Organizes reports of assets and expenses for meetings and presentations.
  • Liaises with other external service providers to ensure that the company premises remain conducive to work.
  • Maintain masterlist files, database files and other files related to Human Resources Section
  • Make and update Best Practices to standardize the process
  • Required to have prompt, regular attendance in-person and be available to work on-site, in-person during regular business hours and as needed
  • Perform skilled and responsible administrative and clerical work. And other tasks that are assigned within the scope of responsibility and/or expertise

GENERAL AFFAIRS:
Office Maintenance

  • Liaise with building management, vendors, providers and external contacts and make sure the environment could promote productive work, neat, tidy, and clean all the time, record all the office assets, routine office facility checking, office renovation.

Purchasing:

Supervise routine and non-routine office purchase such as pantry and stationery stock, other new office facilities and make sure the stock is sufficient, maintaining good relationships and negotiating with vendors.


  • Maintaining an organized and comfortable office environment, ordering office supplies, and updating inventory.
Compliance

  • Maintain all office legal and permit documents, dealing and liaise with related external parties.
  • Liaises with government offices
Administrative

  • Work with the entire organization managers and leaders for their department requests and provide internal and external support.
  • Office supplies and procurement of office and department needs.
Administrative Support

  • Maintaining a digital record of all financial transactions, documents, and supplier information.
  • Coordinating daily financial tasks with the financial accounting department to optimize workflow.
  • Managing changes of staff members' financial information if needed.
  • Liaises with bank partners, suppliers, and vendors
Ad Hoc

  • Work with the Head Office for all relevant safety, support and business continuity planning and initiatives
  • Performs other duties and responsibilities that may be assigned by the superiors from time to time.

INFRASTRUCTURE:
Help Desk Support

  • Support, resolve and provide solutions across the entire organization to all IT related, asset management and all relevant subscriptions for business continuity.
  • Provide and update workflow and BCP in a timely manner ensuring that the flow is up to date and works well with the present needs of the company.
  • Find efficient and quick solutions to possible new troubles
Data Management

  • Ensure quality database maintenance of all user access credentials, asset inventory, file directory.
  • Executes process improvement that enhances quality of staff work and cost reduction.
  • Liaise with internet providers and maintain all Weblio Philippines infrastructure, internet and database.

Job Requirements:

  • Graduate of Bachelor's Degree preferably in Business Management or Bachelor's Degree in any field
  • Minimum 1 year of experience as a Liaison Officer / Administrative Staff
  • Experienced in filing government mandated filings and documentations and bank transactions
  • Liaising with different departments and stakeholders to address departmental needs
  • Office Management
  • Project Management; Knowledgeable on Basic Control/Risk Management,
  • Basic Information Security, Basic Troubleshooting, Data Management
  • Knowledgeable with office software, including word processing, spreadsheet
  • Excellent communication and people skills
  • Excellent record-keeping skills and keen attention to details
  • Strong problem-solving skills

Good to have:
Drives motorcycle

  • Detailed-oriented and meticulous, able to multitask
  • Works comfortably under pressure and meets tight deadlines
  • Amenable to work in the office Monday to Friday 9 to 6 PM
  • Willing to accept rotational shift / weekend work depending on the needs of the business
  • Willing to support / be on standby over the weekend
For Covid-19 precautionary measures, we are currently working from home.

Internet Requirements:

  • Internet Plan must be DSL or Fibr
  • Download speed must be 5 MBPs and above

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