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Admin Executive

2 weeks ago

Manila, National Capital Region, Philippines MAVEN Full time

We are a Singapore-registered maid agency seeking a dedicated Admin Executive to manage daily operations in our Manila office-cum-accommodation and work with our counterpart agency in Manila who we are licensed with.

The role includes overall admin support for Singapore operations, coordination with candidates, ensuring smooth accommodation management, and handling basic accounting of daily expenses.

You will be the main point of contact between the Manila office and Singapore team.

Key Responsibilities
1. Administrative & Operations Support
  • Handle daily administrative tasks related to Singapore maid agency operations.
  • Prepare and update biodata, worker files, training records, and deployment documents.
  • Ensure accuracy of forms and compliance with Singapore MOM requirements.
  • Manage schedules, interviews, and communication with the Singapore office.

2. Candidate Management (Accommodation + Training)
  • Oversee the candidates staying in the office-cum-accommodation.
  • Ensure their safety, discipline, and proper conduct inside the premises.
  • Coordinate day-to-day needs such as meals, attendance, hygiene, and schedules.
  • Assist in arranging medical checks, training, and document completion for each candidate.
  • Report any issues or concerns immediately to the Singapore team.

3. Office–Accommodation Housekeeping Oversight
  • Ensure the premises are clean, organized, and well-maintained.
  • Monitor utilities, supplies, and facility conditions.
  • Handle check-in and check-out of candidates staying at the accommodation.

4. Accounts & Expense Management
  • Manage petty cash for food, groceries, transport, and basic candidate needs.
  • Keep clear records of daily expenses and submit weekly/monthly reports.
  • Ensure transparency and accuracy in all financial records.
  • Coordinate with Singapore team on budget, purchases, and receipts.

5. Communication With Singapore Head Office
  • Provide regular updates on candidate progress, accommodation status, and expenses.
  • Attend online meetings with the Singapore team during SG working hours.
  • Maintain fast and clear communication across all departments.

6. Compliance & Documentation
  • Ensure all candidate documents (training certificates, NBI, medical, passport, etc.) are accurate and updated.
  • Coordinate with recruitment partners, training centers, and suppliers.
  • Ensure smooth preparation for deployment to Singapore.

7. Other Responsibilities
  • Support Singapore team with customer inquiries when needed.
  • Perform admin and operations-related tasks as assigned.
  • Maintain confidentiality and uphold agency policies.

Qualifications & Requirements
  • College graduate (Business Admin, HR, Management, or related field preferred).
  • 1–2 years admin, HR, or recruitment experience (maid agency/overseas recruitment advantage).
  • Strong English communication (written & spoken).
  • Proficient with MS Office, Google Sheets/Docs, scanning & basic admin tools.
  • Organized, responsible, mature, and able to manage people.
  • Good at problem-solving and independent decision-making.
  • Must be willing to stay close by or be available to attend to accommodation needs when required.