Admin Assistant Manager

Job Summary:

The Admin Assistant Manager assists the HR/Admin Manager in overseeing the organization's administrative functions to ensure efficient operations, legal compliance, and effective use of resources. This role includes facilities and office management, procurement support, document control, and compliance management systems.

Duties and Responsibilities

• Visa and Permits: Handle tasks related to visa processing, including AEP, downgrade, and SWP. You will also be responsible for managing various permits and licenses, such as business permits, occupancy permits, and building permits.
• Bookings and Travel: Manage business travel bookings for expats and local employees. This includes reserving conference rooms for employees and handling arrangements for Japanese staff, such as hotels, air tickets, and car use. You are also responsible for all concerns and requests raised by the Japanese staff, including those related to their condominium.
• Billing and Payments: Ensure timely payment of office utilities, including bills for Meralco, water, Sky Cable, and Globe.
• Lease Contracts: Monitor lease contracts, which includes coordinating and negotiating with Japanese condominium owners and reviewing contracts.
• Procurement: Oversee the procurement of consumable and non-consumable materials. You will also manage the requisitions and purchase orders for supplies and services.
• Maintenance and Devices: Oversee the maintenance of oAice equipment. You are also responsible for managing company devices, such as laptops. Reporting to Japan main office is required.
• Compliance and Standards: Maintain company records for permits, licenses, and contracts to ensure legal compliance. Implement and monitor document control procedures that are compliant with ISO standards.
• Inventory and Assets: Manage inventory control systems for company assets and consumables. This includes ensuring proper tagging, recording, and disposal of assets.

Professional Qualifications:

• Proficient in office operations, facilities maintenance, and asset control.
• Adept at managing compliance documentation and enforcing occupational safety requirements.
• Skilled in drafting RFQs/POs, evaluating vendors, and managing administrative budgets.
• Knowledgeable of ISO-compliant records management systems, document retention policies, and manual/flow making.
• Ability to oversee Health, Safety, and Environmental (HSE) protocols across administrative functions, including workplace inspections and compliance reporting.
• Extensive management experience of over 3 years, with direct supervision of at least 3-5 subordinates.
• Exceptional problem-solving skills; able to proactively identify potential risks and develop effective solutions.
• Experienced in processing visas and AEP (Alien Employment Permits) for expatriates.
• Experienced in working within a cross-cultural environment.
• Ability to plan, prioritize, and coordinate administrative activities efficiently
• Strong verbal and written skills to communicate company policies and interact with employees, contractors

Qualification:

• Bachelor's degree in Human Resources Management, Psychology, Business Management, or any related field.
• Minimum of 10 years of experience in administrative roles

Job Type: Full-time

Pay: Php70, Php80,000.00 per month

Benefits:

• Company Christmas gift
• Health insurance

Language:

• English (Preferred)

Work Location: In person