Office Administrator

ABOUT IFS

International Food Services (IFS) is an independently owned maritime catering organization.

We offer marine catering solutions of the highest quality and monitor the consumption on board and deliveries for our clients in the shipping industry.

IFS has offices in Antwerp, Singapore, Poland and Manila. We stand for a no-nonsense approach with a dedicated team, and we try to make a difference for our clients. Passion for the job and sustainable collaboration are very important for us. We aim to increase our clients' buying power by reducing waste and inefficiencies. We achieve this by training and supporting the crew on board and improving the well-being on board of the crew.

ABOUT THE POSITION

This position will play several key roles within the organization and have significant responsibilities which will include maintaining and overseeing the administrative tasks of operating the training facility. 

The main tasks/responsibilities will be:

• Oversee end-to-end office operations—including supply management, equipment upkeep, and vendor coordination—to maintain a work environment that meets ISO 9001 standards for quality and consistency.
• Help ensure the company complies with all statutory requirements—such as labor laws, data privacy, occupational safety, and other government regulations—by coordinating documentation, audits, and internal reviews.
• Plan and execute office activities and internal events that promote a culture of collaboration, engagement, and continuous improvement.
• Act as the primary liaison for employees and visitors, delivering prompt and professional service.
• Develop, implement, and regularly review office policies and procedures to support operational efficiency and compliance with ISO 9001 & 45001 requirements.
• Assist HR functions by facilitating structured onboarding processes and administering employee benefits.
• Serve as the primary point of contact for internal and external communications, fostering collaborative relationships.
• Organize and maintain digital filing systems and databases to ensure easy access to information.
• Assist in scheduling meetings, preparing agendas, and documenting meeting minutes.
• Support the preparation of reports, presentations, and other materials as required.
• Monitor and manage office supplies, ensuring a well-equipped working environment.
• Contribute to special projects and initiatives as assigned
• Another main duty is to ensure that the company is in compliance and adheres to Occupational Health and Safety (OHS) guidelines according to the building code of the Philippines.
• Responsible for compliance to government mandated reports and ensuring that company administration is compliant to government regulations and also in accordance with the company's ESG in coordination with the HR and Admin Officer. This includes requesting and renewing all mandatory permits for the business.
• Must have great interpersonal skills as this position will have the function of welcoming guests/trainees to conduct the building and safety orientation before endorsing to the other concerned departments.

WHAT WE ARE LOOKING FOR:

Qualification:

• 3+ years of experience in office management or a related administrative role.
• Proven ability to manage tasks and projects simultaneously in a fast-paced environment.
• Strong organizational and time management skills, with a keen attention to detail.
• Excellent verbal and written communication skills.

Preferred:

• Bachelor's degree in business administration, management, or a related field.
• Experience with office management software and tools.
• Demonstrated ability to foster a positive workplace culture and drive employee engagement.

Technical Skills:

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace.
• Familiarity with project management and communication tools (e.g., Trello, Slack, Zoom).
• Ability to leverage data and analytics to drive decision-making and improve office processes.

Soft Skills:

• Strong interpersonal skills with an emphasis on empathy and active listening.
• Ability to adapt to changing priorities and remain flexible in a dynamic environment.
• Proactive mindset with a solutions-oriented approach to challenges.
• Commitment to fostering an inclusive and diverse workplace.

WHAT DO WE OFFER

• Attractive salary and additional benefits.
• Opportunity for development in a global company.
• Working in an international team.