Administrative Specialist/Assistant

3 days ago

Metro Davao, Philippines GSM - Xanh SM Full time

URGENT HIRING ADMIN SPECIALIST - DAVAO
Admin Specialist is responsible for ensuring smooth day-to-day general administrative operations in the head office. This includes managing supplies and inventory, coordinating office maintenance, supporting procurement and vendor transactions, and assisting with asset and document control. The role ensures that the head office is functional, secure,

and compliant with internal standards and external regulations.

Responsibilities

  • Manage day-to-day administrative and facilities operations , including office supplies, courier services, documentation, and general upkeep.
  • Coordinate maintenance and repairs of office equipment, furniture, and facilities with vendors and building management.
  • Ensure cleanliness, sanitation, utilities, and security services are properly maintained.
  • Assist in monitoring and replenishment of pantry supplies, office stationery, and consumables.
  • Support procurement activities by preparing purchase requests, coordinating with suppliers, and tracking deliveries.
  • Receive, inspect, and record delivered goods and services; maintain accurate inventory and asset records.
  • Assist with vendor canvassing, price comparisons, and coordination for small to mid-level purchases.
  • Maintain administrative records such as contracts, permits, utility bills, and service agreements (soft and hard copies).
  • Coordinate with building administration for access requests, parking, permits, and office-related requirements.
  • Support internal events (meetings, town halls, company activities) including logistics, setup, and coordination.
  • Monitor and report safety, facility, and operational concerns to the Admin Manager.
  • Coordinate with Finance and Admin Manager on budget monitoring and expense tracking (if applicable).
  • Utilize SAP or procurement systems for tracking, reporting, and documentation.
  • Support fleet operations by ensuring availability of tools, uniforms, and depot essentials.

Job Requirements

  • Bachelors degree in Office Administration, Business Administration, or a related field.
  • Familiarity with administrative and procurement processes, supplier coordination, and inventory documentation.
  • Proficient in MS Office (Excel, Word, Outlook) and Google Workspace; experience with procurement or inventory systems is an advantage.
  • Reliable, resourceful, detail-oriented, and able to multitask in a fast-paced environment.
  • Willing to work onsite full-time and render extended hours when required for events or deliveries.

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