Administrative Supervisor

Job Summary

The Admin Supervisor oversees the day-to-day administrative operations of the CHAGEE PH office to ensure an efficient, organized, and well-supported office environment. The role includes managing office facilities, supplies, permits, logistics, maintenance of office facilities and other administrative-related functions, ad hoc tasks, or special assignments. The Admin Supervisor ensures compliance with company policies and local regulations while supporting overall business operations and office-related requirements.

Key Responsibilities

• 1. Office and Facility Management
• Supervise the maintenance and cleanliness of the office and other company premises.
• Coordinate with vendors and service providers for repairs, utilities, maintenance and office improvements.
• Ensure the proper use and safekeeping of office equipment, furniture, and assets.
• Oversee office relocation, setup, and logistics when needed.
• 1. Administrative Support
• Provide administrative support to senior management and office personnels, including scheduling meetings, managing calendars, and handling correspondence as needed
• Manage procurement of office supplies and consumables, ensuring inventory accuracy and cost efficiency.
• Maintain and update administrative records, contracts, and files (permits, licenses, insurance, etc.).
• Prepare and process administrative reports, expense summaries, and reimbursements.
• Support inter-departmental coordination for events, meetings, and operational activities.
• Coordinate travel arrangements and accommodations for employees and executives as needed. Also keep track of office/cross-country visitors
• 1. Compliance, Permits, Record keeping and Documentation
• Monitor renewal and compliance of business permits, licenses, and government registrations (e.g., business permit, BIR, fire safety, sanitation, etc.).
• Coordinate with local government offices and external partners for documentation and approvals.
• Ensure all administrative documentation is up to date and audit-ready.
• Maintain accurate and up-to-date records, files, and documentation related to administrative activities, contracts, and agreements.

• 
  • Develop and maintain filing systems to ensure easy retrieval of information when needed.

• 1. Vendor Management:
• Liaise with external vendors and service providers to negotiate contracts, obtain quotes, and ensure timely delivery of services.
• Evaluate vendor performance and make recommendations for contract renewals or changes as needed.

• Vendor application and approval in the system

• 1. Logistics and Asset Management
• Support logistics and movement of materials or equipment between offices, training center and store locations.
• Maintain updated asset accountability records and ensure compliance with company policies.
• Coordinate and arrange transportation for office personnel if needed
• 1. Other Administrative Duties

• Perform other administrative-related functions,
  ad hoc tasks
  , or special assignments that may be required by management from time to time.

• Provide additional support to ensure the smooth operation of office and store administrative needs.

Qualifications

• Bachelor's degree in Business Administration, Office Management, or related field.
• At least 3–5 years of experience in administrative supervision or office management.
• Strong organizational, planning, and leadership skills.
• Excellent communication and interpersonal skills.
• Knowledge of government permits, compliance, and vendor management.
• Proficient in MS Office and basic office systems.
• Flexible, reliable, and able to manage multiple tasks simultaneously.

Key Competencies

• Attention to detail and accuracy
• Strong sense of responsibility and integrity
• Problem-solving and decision-making ability
• Proactive and resourceful
• Prioritizing and scheduling tasks efficiently.
• Handling multiple projects or issues simultaneously