Administrative Specialist/Assistant

3 weeks ago

Quezon City, Philippines XP Ventures OPC Full time

Qualifications Bachelor's degree in Business Administration, Management, or a related field. Minimum of three (3) years of proven experience in administration, logistics, and HR support. Strong understanding of office administration procedures, procurement, supply chain basics, and fundamental HR functions. Records management experience is essential. Highly organized, proactive problem‑solver with excellent communication (English and Filipino) and interpersonal skills. Proficient with Microsoft Office Suite, capable of managing multiple priorities, and able to handle confidential information with discretion. Familiarity with HR information systems (HRIS) is an advantage. Responsibilities Ensure a well‑maintained, fully equipped, and professional office environment; serve as primary contact for building administration, utilities, and general maintenance. Manage all incoming communications (calls, mail, emails), support meeting and visitor requirements, and ensure compliance with relevant regulatory bodies. Monitor, control, and maintain accurate inventory of all office assets, equipment and supplies. Assist in the proper disbursement of funds, including processing payments for vendors, managing petty cash, and ensuring timely liquidation of expenses in compliance with company policies. Handle procurement of office supplies, equipment, and services (sourcing suppliers, obtaining quotes, processing purchase orders). Lead the office recruitment process: posting job openings, screening resumes, scheduling interviews, and communicating with candidates. Organize and maintain confidential HR records and personnel files; assist in onboarding of new hires. Manage end‑to‑end order processing for client and internal orders, ensuring accuracy from entry to final processing. Plan, schedule and monitor all incoming and outgoing deliveries; liaise with courier services and logistics partners for timely shipment of goods. Act as liaison for logistics‑related inquiries from vendors and clients, providing updates on order status and delivery schedules. Arrange and coordinate all travel logistics for staff (flights, accommodations, transportation). Ensure representation costs for external meetings and activities are reimbursed; properly document and process all reimbursable expenses. Seniority level Associate Employment type Full‑time Job function Human Resources, Administrative, and Legal Industry Food and Beverage Services Location Manila, National Capital Region, Philippines #J-18808-Ljbffr

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