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Office Operations Specialist

7 days ago

Mandaluyong City, National Capital Region, Philippines Penbrothers Full time

About Penbrothers:

We are a leading provider of HR and remote talent management solutions, dedicated to connecting skilled professionals with companies seeking top-tier talent.

We specialize in contract, contract-to-hire, and direct-hire placements across multiple industries, including energy, technology, financial services, and healthcare. Our recruiters have a deep understanding of labor markets and focus on building long-term relationships with both clients and candidates.

We source professionals for key roles, ranging from IT leadership and project management to finance and business analysis, ensuring that companies receive highly qualified talent aligned with their strategic needs.

We deliver staffing solutions that drive business success while helping professionals advance their careers.

About the Role:

We are seeking a detail-oriented and organized Administrative Support Specialist to assist with various administrative and operational functions. This role is essential in ensuring smooth processes related to personnel management, compliance, scheduling, and reporting.

The ideal candidate will be proactive, capable of multitasking, and possess excellent communication skills.

  • Provide administrative support to the recruitment team, including preparing interview materials, scheduling appointments, and updating candidate records.

  • Assist with the coordination of recruitment events, including job fairs, open houses, and networking sessions.

  • Develop and implement effective communication strategies to engage with candidates and clients.

  • Maintain accurate and up-to-date records of candidate interactions, including phone calls, emails, and in-person meetings.

Key Responsibilities:

Recruitment Support

• Provide administrative support to the recruitment team, including preparing interview materials, scheduling appointments, and updating candidate records.

• Assist with the coordination of recruitment events, including job fairs, open houses, and networking sessions.

• Develop and implement effective communication strategies to engage with candidates and clients.

• Maintain accurate and up-to-date records of candidate interactions, including phone calls, emails, and in-person meetings.

Operational Support

• Provide administrative support to the operations team, including answering phones, responding to emails, and handling general inquiries.

• Maintain accurate and up-to-date records of employee attendance, leave, and benefits.

• Assist with the coordination of training programs and workshops for employees.

• Develop and implement procedures for maintaining confidentiality and discretion when handling sensitive information.

Reporting and Analytics

• Assist with the preparation of reports, dashboards, and other visualizations to communicate key performance indicators (KPIs) to stakeholders.

• Develop and maintain accurate and reliable datasets for use in reporting and analytics.

• Collaborate with cross-functional teams to identify areas for process improvement and implement changes.

• Stay up-to-date with industry trends, best practices, and emerging technologies to recommend innovative solutions to stakeholders.

What You Bring:

  • Experience: 3-5 years of administrative experience, preferably in a fast-paced environment.

  • Education: Bachelor's degree in Business Administration, Human Resources, Communications, or a related field preferred.

  • Organizational Skills: Strong ability to prioritize tasks, manage multiple responsibilities, and maintain attention to detail.

  • Communication & Problem-Solving: Excellent verbal and written communication skills with a proactive approach to troubleshooting and issue resolution.

  • Independence & Deadline Management: Ability to work autonomously, take initiative, and consistently meet deadlines with minimal supervision.

  • Technical Proficiency: Proficient in using various tools and platforms, including CRM systems, Microsoft Outlook, MS Teams, Google Sheets, and other productivity software.

  • Work Schedule: Comfortable working during U.S. business hours, adapting to time zone differences as needed.

  • Preferred Experience: Background in operations support is a plus, with an understanding of compliance, reporting, and administrative processes.