Administrative Support Specialist

1 day ago

Baguio City, Cordillera, Philippines beBeeAdministrative Full time ₱1,000,000 - ₱1,200,000
Key Position: Administrative Support

Role Overview: This senior administrative role requires a highly organized and detail-oriented professional to support the director and ensure the smooth operation of all departments.

Responsibilities:

  • Oversee daily operations, including managing office supplies, equipment, and facilities.
  • Provide administrative support to senior management and coordinate with different departments to streamline processes.
  • Ensure compliance with company policies and procedures, and assist in updating them as needed.

Administrative tasks include:

  • Office Management: Ensure smooth functioning of office operations.
  • Human Resources: Assist in the recruitment process by posting job ads, scheduling interviews, and managing candidate communications.
  • Employee Records: Maintain accurate employee records, including contracts, performance reviews, and training documentation.
  • Onboarding: Facilitate the onboarding process for new employees, ensuring they receive necessary training and orientation.

Financial Administration:

  • Budget Management: Assist in monitoring departmental budgets and expenditures.
  • Invoice Processing: Oversee the processing of invoices and payments, coordinating with the finance department.
  • Financial Reporting: Prepare financial reports and summaries for management review.

Communication is key:

  • Internal Communication: Serve as a central point of contact for internal communications.
  • External Communication: Manage relationships with external vendors, clients, and partners.

Project Coordination includes:

  • Project Support: Provide administrative support for ongoing projects.
  • Data Management: Maintain project databases and ensure all project-related information is up-to-date and accessible.

Compliance and Safety:

  • Ensure compliance with all relevant regulations and standards.
  • Assist in developing and implementing safety protocols and procedures.

Weekly Tasks include:

  • Team Meetings: Conduct regular meetings with administrative staff.
  • Performance Review: Assist in conducting performance reviews and providing feedback.
  • Strategic Planning: Collaborate with management to develop and implement strategic plans.

Qualifications:

  • Prior experience in a Scheduling or Purchasing Officer role.
  • Proficiency in Excel, Trello, and project management tools.
  • Strong understanding of Google Drive and cloud-based file management systems.
  • Ability to analyze costs and optimize purchasing efficiency.
  • Strong organizational skills with keen attention to detail.
  • Excellent communication and stakeholder management skills.
  • Ability to multitask, prioritize workloads, and work efficiently in a remote environment.
Payment Cycle and Cash Flow

Key responsibilities include managing payment cycles and cash flow effectively.

  • Invoice Submission: All invoices must be submitted by the 25th of each month.
  • Processing Week: Invoices are processed from the 25th to the 30th.

Reconciliation is essential:

  • Daily Reconciliation: Ensures all transactions are accurately recorded.
Managed Projections

Regular updates and collaboration with the finance team are crucial for maintaining accurate financial projections.

  • Keep financial projections up-to-date to align with company goals.
  • Collaborate with the finance team to adjust projections based on current financial data.
Financial Control

Expense verification and approval are vital components of financial control.

  • Verify and approve expenses to maintain budget control.

This position requires strong analytical and problem-solving skills, excellent communication and stakeholder management skills, and the ability to multitask and prioritize workloads effectively.

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