Office Administrator

4 days ago

Pasay, National Capital Region, Philippines World Prime Services Company Limited Full time $40,000 - $60,000 per year

1. Office Management & Maintenance

  • Overseeing the day-to-day operations of the office to ensure efficiency.
  • Maintaining office supplies and ensuring timely replenishment.
  • Coordinating with vendors for facility management and equipment maintenance.

2. Administrative Support

  • Providing administrative support to executives, managers, and staff as required.
  • Managing correspondence, including emails, phone calls, and postal mail.
  • Preparing reports, presentations, and other documentation.

3. Coordination & Communication

  • Acting as a point of contact between employees, management, and external stakeholders.
  • Coordinating office activities, such as events, meetings, and conferences if any.
  • Ensuring effective internal communication among departments and teams.

4. Document Management

  • Organizing and maintaining filing systems, both digital and physical.
  • Managing and safeguarding confidential documents and records.
  • Ensuring compliance with document retention policies.

5. Financial & Budgetary Oversight

  • Managing office expenses as Petty Cash and assisting to control the same as per approved budget.
  • Processing invoices and coordinating with the finance department for payments.
  • Tracking and maintaining records of office expenditures.

6. Human Resources Support

  • Assisting with onboarding new employees, including setting up workspaces and equipment.
  • Managing attendance, leave records, and other employee data like HMO, SSS, Tax shields, etc.
  • Organizing employee engagement activities and events.
  • Ensuring compliance with company policies to maintain discipline and procedures.

7. IT & Office Equipment Management

  • Coordinating with IT support to ensure all office technology and equipment are functioning properly.
  • Managing inventory of office hardware, including computers, printers, and communication systems.

8. Vendor & Contract Management

  • Managing relationships with external vendors and service providers.
  • Negotiating contracts and ensuring compliance with terms and conditions.
  • Coordinating deliveries and services to maintain smooth office operations.

9. Health & Safety Compliance

  • Ensuring that the office complies with health and safety regulations.
  • Organizing regular safety drills and emergency preparedness.
  • Maintaining first-aid kits and ensuring employees are aware of safety protocols.

10. Travel & Accommodation Coordination

  • Booking travel and accommodation for employees and guests.
  • Managing itineraries and ensuring timely logistics for business trips if any.
  • Coordinating with travel agencies and hotels as necessary.

Job Type: Full-time

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