Jr Admin Manager

2 weeks ago

Pasig, Philippines Petwarehouse Inc. Full time

Overview

As an Administrative Jr. Manager, you are responsible for supervising administrative staff, coordinating office operations and ensuring the efficient functioning of day-to-day administrative tasks. This role involves overseeing office management, handling administrative duties and supporting organizational tasks. The Admin Supervisor also ensures compliance with office policies and procedures and maintains office systems.

Responsibilities Administrative Management
  • Oversee daily administrative operations and ensure smooth office functioning.
  • Maintain and oversee day-to-day operations of all company stores, including overseeing employees, inventory, and general operations to ensure seamless workflows.
  • Develop, implement, and monitor administrative systems, policies, and procedures.
  • Manage and maintain office equipment, assets, supplies, and vendor relationships.
  • Stay updated on standards and best practices for administrative operations.
Team Leadership
  • Supervise, mentor, and provide guidance to the administrative team.
  • Assign and prioritize tasks, ensuring timely completion of deliverables.
  • Conduct performance reviews, identify training needs, and facilitate professional development opportunities.
Operational Efficiency
  • Streamline and optimize workflows to improve productivity and accuracy.
  • Monitor departmental budgets and ensure cost-effective operations.
  • Collaborate with other departments to meet organizational goals.
Compliance and Reporting
  • Ensure compliance with company policies and applicable regulations.
  • Handle all renewals of business and operating permits required by the government, Bureau of Animal Industry (BAI), Food and Drug Administration (FDA), and other relevant agencies related to the company.
  • Prepare and present reports on administrative performance and areas for improvement.
  • Handle sensitive and confidential information with discretion.
  • Stay up to date and conform to any changes with regulations and policies relevant to the company.
Record-Keeping & Documentation
  • Ensure accurate data entry and reports
  • Maintain and organize records, files, and documentation.
  • Ensure that all records are stored securely, with proper access controls and compliance with data protection regulations.
Financial Management
  • Oversee budgeting processes for the company and individual teams to ensure proper allocation and tracking of resources and financial accounts.
  • Handle payments to vendors and service providers while ensuring accurate record-keeping.
  • Manage collections from internal stakeholders or external ones such as clients or partners, ensuring timely follow-ups to maintain cash flow.
  • Collaborate with the finance team to reconcile accounts and prepare financial summaries for management.
Project Management
  • Lead and oversee ad hoc projects related to administrative duties, ensuring timely execution and quality outcomes.
  • Coordinate with relevant departments and stakeholders to gather requirements and establish project timelines.
  • Monitor project progress, resolve issues, and adapt plans to meet changing organizational needs.
  • Document and report on project outcomes, including lessons learned and opportunities for improvement.
Customer and Stakeholder Support
  • Act as a point of contact for internal and external stakeholders regarding administrative matters.
  • Resolve issues and address inquiries in a professional and timely manner.
Qualifications
  • Bachelor’s degree in Business Administration, Management, or a related field.
  • Additional certifications in office management or HR (e.g., CAP, PMP, SHRM) are a plus.
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