Administrative Support

4 days ago

Makati City, National Capital Region, Philippines Hoya Full time ₱1,500,000 - ₱3,000,000 per year

About HOYA

Founded in 1941 in Tokyo, Japan, Hoya is a global med-tech company, and a leading supplier of innovative high-tech and medical products. Hoya is active in the fields of healthcare and information technology providing eyeglasses, medical endoscopes, intraocular lenses, optical lenses as well as key components for semiconductor devices, LCD panels and HDDs. With about 160 offices and subsidiaries worldwide, Hoya currently employs a multinational workforce of about 38,000 people.

Job Summary

The Administrative Assistant provides essential administrative and operational support to ensure the smooth day-to-day functioning of Hoya Group Digital offices in the Philippines, Singapore, and Japan. The role includes managing finance-related processes, supporting HR functions, and overseeing general office administration. A key aspect of the position is coordinating across the three locations to help implement and maintain standard processes, contributing to a consistent and well-organized work environment.

Key Responsibilities

  1. Finance & Procurement Support

  2. Process payment requests for
    third-party invoices and employee reimbursements
    , ensuring full compliance with the regulatory and procedural requirements of each legal entity

  3. Monitor and track
    Ringi applications of Hoya Group Digital
    , including coordination with approvers and checkers.
  4. Maintain records for
    contract and Ringi monitoring of Hoya Group Digital
    .

  5. Assist in
    purchasing office supplies, equipment, and services
    , including coordination with vendors.

  6. Administrative Operations

  7. Arrange and manage employee travel plans, including booking flights, accommodations, and transportation. Assist in planning and executing company and employee events, including coordinating logistics, liaising with vendors, managing event budgets, preparing materials, and ensuring smooth on-site operations. Liaise with
    workspace administrators
    for office maintenance, issues, and requirements.

  8. Monitor
    asset inventory
    , ensure sign-off of accountability forms, and coordinate repairs with vendors

  9. Support the implementation and upkeep of standardized administrative procedures across all three office locations

  10. HR Support

  11. Assist in
    onboarding new hires
    , ensuring completion of checklists, tool allocation, and orientation scheduling

  12. Support
    recruitment activities
    , including coordination with applicants, agencies, and interviewers.
  13. Support employee engagement and training activities.

Qualifications

  • Bachelor's degree in Business Administration, Office Management, or related field.
  • At least 2 years of experience in administrative or office support roles.
  • Strong organizational and multitasking skills.
  • Strong communication skills
  • Proficiency in Microsoft Office
  • Finance or HR background is a plus.
  • Ability to coordinate with international teams and adapt to cross-cultural work environments.

Preferred Skills

  • Experience with Power Automate, Power BI, or similar tools for automating forms, reports, and workflows is highly advantageous.
  • Excellent communication skills in English; knowledge of Japanese is a plus but not required.
  • Detail-oriented with a proactive approach to problem-solving.

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