Purchase with Admin Associate- 5 days Onsite

The Admin Associate will be responsible for the overall smooth operation of the office facility ranging from employee/department administrative support, government clearances, procurement and inventory control, record management, and workplace safety.

What you'll do at Insight

· The Admin Associate will be responsible for developing efficient practices to serve business needs.

· Procurement

o Profiles suppliers/contractor based on services offered and best pricing.

o Prepares purchase order documents all the way to approval.

o Coordinates with suppliers on the delivery schedule.

o Audits delivered goods and reports issues with the supplier.

o Handles the billing coordination from invoice requests, check releases, payment deposit, all the way to documentation of official receipts (OR) and signed BIR 2307.

· Inventory

o Keeps track of Admin supplies and conducts scheduled audits.

o Coordinates with maintenance for cleaning and repairs.

o Procures to replace/replenish.

· Petty cash

o Manages the cash flow, and reports and collects supporting documents.

o Balances the sheet and follows-up on any open items before endorsement to Admin Head, Country Manager and Accounting.

· Seat audit, floor planning

o Plots seating arrangements. Coordinates with department leads and teammates on the proposed plan and scheduling of seat moves.

o Coordinates with IS Operations on any desktop or connection problems after the seat movements.

o Updates the floor maps based on the audited seat plans.

· Office machine and equipment

o Inspects for defects.

o Coordinates with contractors for recurring or one-off repairs/replacement of unit or parts and negotiates on quoted pricing.

o Audits contractor's final output, whenever possible, and ensures all discussed items in the quote have been executed.

· Building admin coordination

o Processes work permits and gate pass for the contractor's works and supplier's deliveries.

o Reports building issues such as leaks, water supply, power outage, etc. to the Property Supervisor and follows up until resolved.

o Coordinates with the Property Supervisor on any teammate issues raised and follows up until appropriate action has been performed.

o Coordinates with the affected department leads if building has any activities that might affect operations such as the monthly generator testing, building entry requirements, parking rules changes, etc.

· Teammate support

o Coordinates the schedule of the delivery/retrieval of work from home machines (if applicable), payroll related documents, and other work-related equipment.

o Orients about office facilities, and safety and rules and regulations.

o Conducts rounds of walk thrus with different departments or department leads to keep them informed on company activities, policies and announcements, and to get feedback on any concerns.

o Aids during emergencies from evacuation, lodging, food, or transportation assistance.

· Company collaterals

o Updates digital signages, bulletin boards and name tags.

o Print, cut, distribute flyers, cards, IDs, and other printable assets whenever needed.

· Local-national government and PEZA – obtains and processes the needed requirements for the permits and licenses.

· Facilities and housekeeping

o Assigns and reviews the facility staff's day to day to-dos and audits outputs.

o Determines facilities issues and collaborates with them for a resolution.

o Educates the staff on any company updates and requirements all the way to completion.

o Evaluates the facilities staff yearly performances.

· Workplace safety

o Conducts orientation on the use of fire extinguishers, megaphones, radios, as well as walk thrus of fire exits, locations of first aid kits and other safety items available around the office.

o Coordinates with safety officer on the safety training schedules and completion of safety requirements.

· Guest relations

o Arranges hotel accommodation if needed.

o Assigns and prepares room or workstation setup.

o Meets up with guest from hotel all the way to the office. Conducts office tours and introduces guest to different department leads.

o Assists on any other needs such as water, food and transportation.

· Event management

o Brainstorms and plans for games and activities. Creates game mechanics and rules.

o Searches for venues for holiday parties, summer party, and sporting facilities for basketball, volleyball and bowling.

o Coordinates with suppliers on food and drinks catering, lights and sounds, tables and chairs arrangements, and services such as referees, nurse, videographer, etc.

o Requests for banners, prints and posts on digital signages and boards, and emails to teammates.

· Some travel maybe required.

· Other duties as assigned.

What you'll need to join Insight

· Bachelor's Degree in Office Administration or related field, from four-year College or University.

· Able to thrive in an environment characterized by rapidly changing requirements and an ongoing focus on meeting operational objectives.

· Strong written and verbal English communications skills.

· Highly organized and detail oriented.

· Able to successfully manage multiple priorities.

· Proven ability to communicate effectively across all levels of the organization.

· Strong commitment to company values and operating principles.

Preferred

· Experience in administrative support in a BPO setting and other related experience.

· Experience in local government and PEZA permit and clearance processes.

· Knowledge on project/tasks management tools.

Physical Demands

The physical demands described here are representative of those that must be met by a teammate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

· While performing the duties of this job, the employee is regularly required to sit, talk, hear, and operate a computer, telephone and keyboard.

· Specific vision abilities required by this job include close vision requirements due to computer work.

· Ability to uphold the stress of traveling.

· Regular inspection of the workplace environment.

· May require moderate lifting.

· Regular, predictable attendance is required; including quarter-driven hours as business demands dictate.

Work Environment

The work environment characteristics described here are representative of those a teammate encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

· Moderate noise (i.e. business office with computers, phone, and printers, light traffic).

· Ability to work in a confined area.

· Ability to sit at a computer terminal for an extended period of time.

· Ability to conduct facilities ocular.

· Ability to travel when needed.

Insight is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion national origin, disability status, protected veteran status, sexual orientation or any other characteristic protected by law.