Admin Officer – Store

Job Description – Admin Officer Store & Back Office Operations Support

Position Title: Admin Officer – Store & Back Office Operations Support

Reports To: Admin Manager

Department: Administration

Employment Status: [Regular/Probationary – specify]

Position Overview

The Admin Officer – Store & Back Office Operations Support is responsible for overseeing the administrative requirements of all stores and the head office (back office operations). This role ensures smooth coordination between stores, mall administration, suppliers, contractors, and internal departments, while managing supplies, logistics, and operational support for both store-level and back-office needs.

Key Responsibilities:

1. Overall Admin Operations of Stores

2. Monitor and address the daily administrative needs of all stores.

3. Ensure operational requirements are met in compliance with company standards and mall/building regulations.

4. Coordination with Stores and Mall Administration

5. Serve as the main liaison between stores and mall administration for operational concerns and requirements.

6. Ensure timely resolution of mall-related issues affecting store performance.

7. Coordination with Supplier Contractors for Repairs and Maintenance

8. Facilitate repair and maintenance work by coordinating with accredited suppliers and contractors.

9. Monitor progress and completion of repair requests, ensuring quality standards are met.

10. Office and Store Supplies Management

11. Process and manage requests for supplies for both stores and back office operations.

12. Maintain inventory of supplies, uniforms, and other operational items, ensuring timely replenishment and distribution.

13. Overall Back Office Operations Support

14. Oversee day-to-day administrative operations of the head office, including utilities, supplies, office equipment, and facility upkeep.

15. Coordinate with service providers for office maintenance, repairs, and upgrades.

16. Ensure proper documentation and control of office assets.

17. Logistics and Courier Services

18. Manage courier and logistics requirements for documents, supplies, and equipment between stores and head office.

19. Coordinate logistical needs for store openings, events, and special projects.

20. Store and Back Office Request Management

21. Receive, review, and process operational requests from stores and departments.

22. Ensure requests are approved, documented, and completed according to company policies.

23. Coordination Across Departments

24. Work closely with proper/involved departments or colleagues to ensure smooth operations and alignment of tasks.

25. Facilitate effective interdepartmental communication for problem-solving and process improvement.

26. Reporting

27. Prepare regular updates on supply inventory, repairs, logistics, and operational support activities.

28. Submit reports to the Admin Manager on completed and pending tasks, highlighting any concerns or risks.

Performance Evaluation Criteria:

Performance will be measured based on:

• Timeliness and accuracy in fulfilling store and back office requests

• Efficiency in coordinating repairs, maintenance, and logistics

• Responsiveness and communication with stores, mall admin, suppliers, and internal teams

• Proper documentation and recordkeeping of admin activities

• Ability to maintain smooth back office operations without disruptions

Qualifications:

• Bachelor's degree in Business Administration, Office Administration, or related field

• Minimum of 2 years' experience in administrative or operations support, preferably in retail

• Strong organizational, problem-solving, and communication skills

• Proficient in MS Office applications (Word, Excel, PowerPoint)

• Ability to handle multiple tasks in a fast-paced, multi-location environment

• Experience dealing with mall/building administration and service providers is an advantage

Job Types: Full-time, Permanent

Pay: Php25, Php35,000.00 per month

Benefits:

• Paid training
• Pay raise

Work Location: In person

Expected Start Date: 09/29/2025