E-Commerce Manager

JOB TITLE:

E-Commerce Manager (Full-Time, Onsite)

DEPARTMENT:

Administrative, Finance & Support Services

REPORTS TO:

Chief Operating Officer (Sir Kroos)

Senior Sales Manager (Prima Roqueza)

EMPLOYMENT TYPE:

Full-Time, Onsite

JOB SUMMARY

The Admin Manager is responsible for leading the administrative operations of I-Jin International Inc., ensuring efficiency across office management, HR support, finance coordination, asset control, and vendor relations. This role directly supervises the Accounts Receivable personnel and oversees all finance-related administrative tasks, including documentation, collection schedules, petty cash disbursements, and budget tracking. The Admin Manager plays a key role in keeping company operations organized, compliant, and financially accountable.

KEY RESPONSIBILITIES

1. Office & Administrative Operations

• Manage daily office operations including supplies, repairs, utilities, and workspace readiness

• Oversee issuance and maintenance of office equipment and furniture

• Maintain all company documents (contracts, permits, certificates, ID records, etc.)

• Enforce office protocols, cleanliness, safety, and order

2. Asset & Inventory Control (Admin Assets)

• Track all company-owned assets (laptops, phones, tools, uniforms) issued to staff

• Maintain and update the master asset registry and ensure return of items during offboarding

• Coordinate replacements, repairs, or upgrades of company assets

3. HR Administration & Compliance

• Assist in new hire onboarding (DTR setup, asset issuance, contract signing)

• Maintain employee 201 files and internal documentation

• Track and consolidate DTRs, leave forms, and attendance issues

• Liaise with HR and external agencies for government-mandated contributions (SSS, PhilHealth, Pag-IBIG, BIR)

4. Vendor & Facility Coordination

• Coordinate with suppliers, contractors, and service providers for office needs

• Manage contracts, billing schedules, and renewals for facilities and admin services

• Process admin-related payments in coordination with Finance

5. Finance Support & Accounts Receivable Oversight

• Supervise and coordinate directly with the Accounts Receivable (AR) personnel

• Ensure timely encoding, billing, follow-ups, and collection of payments from clients

• Monitor weekly collection schedules, issue SOAs, and update receivables reports

• Prepare liquidation and reimbursement documents for approval

• Handle petty cash fund monitoring, disbursements, and replenishments

• Assist COO in budgeting, tracking company expenses, and verifying financial documents

6. Executive & Department Support

• Provide administrative support to SSM and COO (schedule management, communication, reporting)

• Organize internal meetings, trainings, and company events

• Draft internal memos, notices, and employee announcements

• Maintain confidentiality of sensitive company and personnel information

QUALIFICATIONS

Required:

• Minimum 3 years of experience in administrative and finance-related roles

• Experience managing teams and cross-department coordination

• Highly organized, detail-oriented, and accountable

• Strong command of Microsoft Excel and Google Sheets

• Excellent communication and reporting skills

• Familiar with Philippine government compliance (SSS, BIR, Pag-IBIG, etc.)

• Proficient in document handling, policy enforcement, and team logistics

Preferred (Not Required):

• Background in accounts receivable or bookkeeping

• Experience in a sales or distribution company setting

• Knowledge of Notion, Trello, Slack, and other admin tools

• Basic understanding of sales invoice, OR, SOA, and payment terms

PERFORMANCE INDICATORS (KPIs)

• Timeliness of admin task execution and compliance with internal deadlines

• Asset tracking accuracy and item recovery rate

• Accuracy and punctuality of collection reports and petty cash monitoring

• Employee satisfaction with administrative services

• DTR, leave, and onboarding record completeness

• Efficiency and integrity of coordination with AR personnel

• Compliance with government reportorial requirements