Admin and Vendor Specialist

1 day ago

Taguig, Philippines AIRR Labs Full time

AirR Labs Taguig, National Capital Region, Philippines Admin and Vendor Specialist The Admin and Vendor Specialist will assist the Head of People and Culture in overseeing the overall management of the office premises and facilities. The role focuses on facilities management‑related tasks such as handling incident reports, managing meeting‑room calendars, vendor management and payment, supplies monitoring, laptop requests, and coordination with building administration. The Specialist will provide updates and efficient status reports to the Head of People and Culture, applying analysis, critical thinking, and problem‑solving skills to track and monitor activities, and offer recommendations. Responsibilities Event Management Lead the planning, budgeting, coordination, and execution of internal events, campaigns, and office celebrations. Liaise with relevant departments and vendors for seamless event support and logistics. Manage post‑event evaluations and payment processing. Office Management Ensure all office supplies and necessities are well‑stocked and maintained monthly. Oversee general office upkeep, including cleanliness, equipment, and facility coordination. Coordinate with housekeeping personnel as needed. Logistics Coordination Arrange and monitor logistics services to support company operations and team requirements. Coordinate travel, transportation, courier services, and other logistical needs. Develop and maintain strong relationships with new and existing vendors. Negotiate pricing, service agreements, and terms to benefit the company. Ensure vendor deliverables are met on time. Process all P&C purchase orders via Xero and ensure timely payment to vendors. Security and Access Card Management Facilitate enrollment of access for new hires and deactivation for resigned employees. Maintain proper tracking and management of employee access and company‑issued assets. Asset Management Maintain accurate records of asset issuance, transfers, and returns. Coordinate with IT for tracking and allocation of IT equipment. Conduct periodic inventory and audits of office and studio assets. Budget Tracking Monitor and track all administrative and departmental expenses. Ensure timely and accurate reporting of expenses in alignment with budget allocations. Support budget planning processes by providing reliable expense data and insights. Support credit card reconciliations for all expenses from the admin and P&C departments. Recruitment Support talent acquisition team for internship recruitment and other ad‑hoc tasks. Ad Hoc Tasks Perform ad‑hoc responsibilities as needed by the Head of People and Culture. Requirements Bachelor’s Degree or equivalent relevant experience. DOLE Safety Officer 2 certification or working towards certification. Experience in project management and administrative tasks. Excellent written and verbal communication skills. Demonstrated confidentiality and proactiveness in task execution. Knowledge of project management techniques and tools. Highly adaptable in a fast‑paced environment, critical thinker, strong problem‑solving skills. Ability to collect, track, and analyze multiple data sets. Attention to detail and ability to work independently with minimal supervision. Ability to build rapport and collaborate with internal and external stakeholders. Proficient in Microsoft Office, Zoom, and other business tools. Job Details Seniority level: Associate Employment type: Full‑time Job function: Administrative and Other Industries: Technology, Information and Media #J-18808-Ljbffr

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    1 week ago

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