Administrative Manager

GENERAL PURPOSE

The Administrative Manager is responsible for overseeing, managing, and enhancing all administrative operations of the company. This role ensures smooth day-to-day operations, regulatory compliance, and optimal resource allocation. The role also includes collaboration with the HR Department on employee records, timekeeping, compliance, and training, ensuring alignment in administrative and people management practices.

KEY RESPONSIBILITIES Administrative Management

1. Lead and continuously improve day-to-day administrative operations and systems of the company.

2. Implement and enforce administrative policies, processes, and procedures; identify opportunities for improvements.

3. Maintain effective record-keeping and inventory control of office supplies, project materials, and equipment.

4. Serve as the key liaison with government agencies for permits, licenses, certifications, and compliance documentation (e.g., BIR, SSS, PhilHealth, Pag-Ibig, PCAB, GIS, DOLE).

5. Oversee and maintain company facilities, ensuring cleanliness, functionality, and safety standards are met.

6. Monitor and manage contracts and relationships with office vendors, contractors, and service providers (e.g., utilities, sanitation, pest control).

7. Manage office leasing, space planning, and inspection activities.

8. Ensure the security, maintenance, and management of office infrastructure, IT equipment, and utilities.

9. Administer office communication channels including physical mail, emails, and calls.

10. Provide executive-level assistance to the President, including memo creation, correspondence, and scheduling. And report all memo and alike to HR Manager.

11. Manage logistics and transportation needs for the office and site requirements.

12. Lead procurement, stock management, and cost-efficiency initiatives for office operations.

Compliance & Documentation

1. Monitor and ensure all required business permits, licenses, and legal documents are current and compliant with LGU and government agency guidelines.

2. Develop, implement, and maintain systems for receiving, logging, and forwarding correspondence, packages, and parcels.

3. Enforce COVID-19 safety protocols and other occupational health and safety standards.

Collaboration with HR

1. Coordinate with HR for accurate timekeeping, attendance, and overtime records.

2. Support HR in the implementation and enforcement of the Company Code of Conduct and workplace regulations.

3. Assist HR in onboarding processes including workstation preparation, asset issuance, and compliance briefings.

4. Support HR in planning and facilitating employee training (e.g., equipment usage, office safety, emergency drills).

5. Partner with HR for facility-related employee welfare needs (e.g., comfort rooms, pantry, common areas).

6. Work closely with HR for space planning involving team restructuring or seat optimization for hybrid/onsite arrangements.

Daily Office Operations

1. Supervise daily tasks of Admin Assistants, Office Cleaners, Security, and other outsourced support staff.

2. Monitor warehouse inventory and coordinate deliveries for projects, suppliers, and clients.

3. Ensure adequacy and timely restocking of office and pantry supplies.

4. Maintain cleanliness and functionality of common office areas, conference rooms, and workstations.

5. Manage the Materials Requisition Form (MRF) and Delivery Requisition Form (DRF) routing and documentation.

6. Handle logistics of business meals, meetings, travel coordination, and hospitality.

7. Monitor and report the performance of third-party vendors for continuous improvement.

Administrative Support for Project Management

1. Assist in tracking daily attendance of project personnel and assigned staff.

2. Review Safety Officer and Document Controller activity reports and provide feedback.

3. Review and analyze weekly accomplishment reports from the Project Management Team and provide recommendations.

4. Support the identification and resolution of project-related risks and red flags.

5. Monitor project schedules and update timelines as necessary.

6. Ensure timely and accurate material and equipment tracking at project sites.

7. Organize technical training for field workers (e.g., gondola, scaffolding, safety).

8. Support the documentation and filing of all project administrative matters.

Key Performance Indicators (KPIs)

· Permit & License Compliance Rate: 100% of required government permits/licenses submitted on time annually.

· Inventory Accuracy: Maintain at least 98% inventory accuracy in office and project equipment.

· Timekeeping Compliance: Weekly report accuracy and zero delayed submissions.

· Facility Uptime: Ensure 99% functionality of all key office facilities (AC, IT, sanitation, etc.).

· Admin Request SLA Compliance: 90% of admin service requests (e.g., supply replenishment, equipment maintenance) resolved within 48 hours.

· Budget Control: Office supply expenses within 95%-100% of monthly allocation.

· Project Admin Support Score: Positive feedback from Project Managers (≥4/5) on admin support efficiency.

Job Type: Full-time

Pay: Php40, Php50,000.00 per month

Benefits:

• Health insurance
• Life insurance

Work Location: In person