Administrative Operations Manager

3 weeks ago


Quezon City, National Capital Region, Philippines BUILDERS AID INC. Full time

Job Summary: We are seeking an experienced Administrative Operations Manager to join our team at Builders Aid Inc.

Key Responsibilities:

Office Management

  • Oversee the day-to-day administrative operations of the office, ensuring a well-organized work environment.
  • Manage office supplies, equipment, and other administrative resources effectively.
  • Supervise the maintenance of office facilities to ensure they are safe and functional.

Staff Supervision

  • Manage and supervise the administrative support staff, including receptionists, clerks, and office assistants.
  • Assign tasks, monitor performance, and provide feedback and training as necessary.
  • Handle recruitment, onboarding, and orientation of new administrative staff.

Record Keeping and Documentation

  • Ensure proper management and storage of organizational records and documents, both digital and physical.
  • Implement a system for file retention and ensure legal compliance with data privacy and protection regulations.
  • Prepare reports, correspondence, and presentations as needed.

Budgeting and Financial Management

  • Manage the administrative budget, including office supplies, utilities, and other operational expenses.
  • Ensure cost-effective operations by monitoring spending and implementing cost-saving measures.
  • Liaise with finance teams to handle administrative billing, invoices, and expense tracking.

Policy and Procedure Development

  • Develop and enforce office policies and procedures to ensure efficiency and compliance with organizational goals and legal requirements.
  • Regularly update policies in accordance with changes in legislation or organizational changes.

Vendor and Contract Management

  • Manage relationships with vendors and service providers, such as cleaning services, office supplies, and IT services.
  • Negotiate contracts and ensure that vendor services are delivered on time and within budget.

Facilities Management

  • Oversee the maintenance, repair, and upgrading of office facilities.
  • Ensure compliance with safety regulations and protocols, including emergency preparedness.
  • Coordinate with building management regarding utilities, repairs, and other facility-related matters.

IT and Communication Systems

  • Ensure proper functioning of the organization's communication and IT systems, including telephones, printers, and internet services.
  • Work closely with the IT department to troubleshoot and resolve any technical issues.

Event Planning and Coordination

  • Organize and coordinate internal meetings, conferences, and company events.
  • Handle logistics such as booking venues, arranging catering, and coordinating travel for attendees.

Compliance and Legal Matters

  • Ensure that the organization complies with relevant laws and regulations, including labor laws, workplace safety, and data protection.
  • Liaise with legal counsel to handle contracts, legal documents, and any legal matters related to administrative operations.

Customer and Stakeholder Relations

  • Act as the point of contact for external parties, including clients, vendors, and regulatory authorities.
  • Manage correspondence and communication with stakeholders, ensuring that their inquiries are handled efficiently.

Project Management

  • Oversee special administrative projects, such as office renovations or the implementation of new office systems.
  • Ensure that these projects are completed on time, within scope, and on budget.

Requirements:

  • Relevant work experience in administrative operations or a related field.
  • Excellent communication and leadership skills.
  • Ability to manage multiple tasks and priorities effectively.

What We Offer:

  • A competitive salary and benefits package.
  • Opportunities for professional growth and development.
  • A dynamic and supportive work environment.

How to Apply: If you are a motivated and organized individual with a passion for administrative operations, please submit your resume and cover letter to [email address].



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