Office Admin Supervisor

Job Summary:

The Admin Supervisor is responsible for overseeing and ensuring the efficient execution of administrative functions, including permits and licenses management, facilities upkeep, and general administrative support across all companies under the organization. This role requires strong coordination, compliance, and leadership skills to ensure smooth administrative operations and regulatory adherence.

Key Responsibilities:

1. Permits and Licenses Management

• Ensure timely renewal, application, and compliance of business permits, licenses, and regulatory requirements for all business units.
• Coordinate with government agencies such as BIR, SEC, LGUs, DTI, DOLE, DENR, FDA, and other relevant authorities.
• Maintain an organized database of permits, licenses, and regulatory documents for easy tracking and retrieval.
• Liaise with legal and compliance teams to ensure adherence to industry regulations.
• Monitor updates in laws and regulations affecting the company's compliance requirements.

2. Facilities Management

• Oversee the maintenance, repairs, and overall upkeep of office facilities, utilities, and equipment.
• Coordinate with service providers and contractors for office maintenance, pest control, security, and janitorial services.
• Implement preventive maintenance schedules for office assets and infrastructure.
• Ensure compliance with safety and health standards within office premises.
• Develop and enforce office policies related to facility management and workplace safety.

3. General Administrative Support

• Supervise and provide guidance to the administrative staff to ensure smooth office operations.
• Oversee office supplies procurement, asset inventory, and allocation of resources across departments.
• Assist in the preparation of budget proposals for administrative expenses.
• Support company-wide events, meetings, and special projects requiring logistical and administrative coordination.
• Develop and implement efficient office processes and standard operating procedures.

4. Cross-Company Support

• Provide administrative oversight and assistance across all subsidiaries and business units.
• Establish and maintain uniform standards and guidelines for administrative functions across all companies.
• Assist in interdepartmental coordination to ensure seamless execution of administrative tasks and company-wide initiatives.
• Monitor administrative KPIs and suggest improvements for efficiency and cost-effectiveness.

Qualifications and Requirements:

• Bachelor's degree in Business Administration, Management, Public Administration, or a related field.
• At least 3-5 years of experience in administrative supervision, office management, or related roles.
• Strong knowledge of business permits, licenses, and regulatory compliance requirements.
• Experience in facilities management, vendor coordination, and procurement processes.
• Excellent organizational, problem-solving, and multitasking skills.
• Strong leadership and team management capabilities.
• Proficiency in Microsoft Office and office management software.
• Ability to coordinate with government agencies and external service providers.
• Strong attention to detail, accuracy, and confidentiality in handling administrative records.

Key Competencies:

• Leadership & Team Supervision – Ability to lead and mentor administrative personnel.
• Regulatory Compliance – Familiarity with local and national government regulations.
• Problem-Solving – Strong analytical skills to resolve administrative challenges.
• Communication & Coordination – Effective communication with internal teams and external stakeholders.
• Time Management – Ability to prioritize and execute multiple tasks efficiently.

Job Type: Full-time

Benefits:

• Company events
• Opportunities for promotion
• Paid training

Ability to commute/relocate:

• Quezon City: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Permits & Licenses processing : 1 year (Required)
• Office Administration: 3 years (Required)

Work Location: In person