Office Manager

The Company

"People don't take trips – trips take people" …

… and we're in the business of planning and organising trips all over the globe for almost half a million travellers each year.

We're G2 Travel, a wholesale tour operator with a network of offices spanning Asia, the Middle East, Europe and North America.

We're not a corporation and don't behave like one – results are achieved through collaboration and teamwork – a place where everyone gets noticed.

We believe that work should be enjoyable, stimulating and fun

The Role

The Office Manager is responsible for overseeing all aspects of office administration, operations, and compliance to ensure a smooth and efficient workplace. This role manages day-to-day office activities, supervises administrative staff, ensures regulatory compliance, handles budgeting and vendor relations, and fosters a positive work environment.

Serving as the central point of coordination between employees, management, and external partners, the Office Manager plays a key role in maintaining office efficiency, compliance, and organisational culture while supporting the company's overall business objectives.

Key Responsibilities:

Office Administration & Operations

• Oversee day-to-day office operations, ensuring all administrative tasks are completed efficiently
• Maintain office policies and procedures, ensuring compliance with company guidelines.
• Handle office suppliers contracts, mobile telephones, desks, etc. and manage office supplies, inventory, and procurement to ensure a well-stocked and organised workplace.
• Provide IT support to ensure proper equipment acquisition and accurate allocation based on needs.
• Periodic negotiation with Cell phone provider for renewal the contract and negotiation for extra options; order new numbers/handsets when needed.
• Supervise office staff and administrative staff providing support and guidance as needed.
• Coordination with management and other offices in policy alignment.

Legal and Compliance

• Monitor and process renewal of all business permits and licenses (e.g. Barangay Clearance, Mayor's Permit, BIR Registration, etc.).
• Ensure timely compliance with Securities and Exchange Commission (SEC).
• Maintain updated copies of permits, licenses, and certificates.
• Coordination with Finance to ensure proper documentation, filing and payment of taxes (monthly, quarterly, annual) as mandated by the Bureau of Internal Revenue (BIR).
• Assist in preparing documents for General Information Sheet (GIS) and Annual Financial Statements (AFS) filing with Securities and Exchange Commission (SEC).
• Maintain and organise contracts and other legal documents.

Employee Engagement

• Act as the focal point for managers and staff in addressing people-related concerns, offering guidance, and escalating issues to HR/GM when needed
• Organise morale-boosting activities and engagement initiatives to foster a positive work environment
• Help ensure smooth onboarding for new employees by coordinating office setup and initial orientation.

Facility Management & Maintenance

• Coordinate office maintenance, repairs, and cleanliness, ensuring a safe and comfortable work environment.
• Work closely with vendors and service providers for office maintenance
• Oversee office safety and security policies, ensuring compliance with company and legal requirements.
• Oversee office equipment acquisitions (printers, phones, internet, etc.) ensure the IT section is well-maintained and operational.

Building Management Coordination

• Serve as the primary point of contact between the company and building management.
• Address facility-related concerns, including security access, parking, emergency and safety procedures.
• Manage office lease agreements, space planning, and any facility modifications or renovations.

Office Discipline & Culture

• Work together with the Leadership team to ensure all team members adhere to office rules, attendance policies, and workplace etiquette.
• Implement initiatives to promote office organisation, professionalism, and a positive work culture
• Work together with the Leadership team to mediate and resolve minor office disputes related to office policies, cleanliness, and shared resources.

Event & Meeting Coordination

• Oversee office-wide meetings, events, and company gatherings, ensuring smooth logistics.
• Provide support with meeting room bookings and ensure necessary equipment and materials are available.

Budgeting & Cost Management

• Coordinating office budgets and finances, including sending invoices for payments, manage relationships with suppliers, service providers and landlord, ensuring that all items are invoiced and paid on time
• Manage office expenses and operational costs, ensuring alignment with budgetary constraints.
• Identify opportunities for cost-saving measures while maintaining office efficiency.
• Provide approvals for entertainment budget requests.

Staff Travel Management

• Review of incoming Business Travel Plans to ensure they are in accordance with the budget approved.
• Communication of travel needs and arrangements to all staff concern to ensure seamless coordination.
• Liaising with the Finance department to process expense claims related to business trips.
• Review and follow up of business trip reports from staff, ensuring timely distribution and archiving of reports in the designated repository.
• Manage visitor requirements at the office, including Airbnb bookings, visa support documents, and airport transfers.

The Requirements

• Bachelor's degree in Business Administration, Management, Office Administration, or related field. A Master's degree is an advantage.
• At least 10 years of progressive experience as an Office Manager or in a similar administrative/operations leadership role, with proven expertise in office administration, compliance, and people management.
• Demonstrated ability to supervise administrative staff, manage cross-functional coordination, and foster a positive office culture.
• Solid understanding of Philippine government compliance requirements (e.g., SEC, BIR, Mayor's Permit, Barangay Clearance) and hands-on experience in managing permits, licenses, and legal documentation.
• Strong background in budgeting, cost management, and vendor negotiations, with the ability to identify cost-saving opportunities while maintaining operational efficiency.
• Adept in MS Office applications (Word, Excel, PowerPoint), office equipment, and basic IT troubleshooting. Experience in procurement and vendor management systems is a plus.
• Excellent written and verbal communication skills in English with the ability to engage effectively with staff, management, external partners, and government offices.
• Strong analytical and critical thinking skills, capable of handling complex office situations and making sound decisions under pressure.
• Exceptional time management, attention to detail, and the ability to prioritise tasks in a dynamic environment.
• Willingness to handle a wide range of responsibilities, from strategic planning to hands-on operational tasks.

The Deal

Commitment, loyalty and passion are the qualities that we admire the most. In return for that we offer:

• Competitive salaries which reflect the importance of these roles and your experience.
• Salaries are reviewed and discussed annually and can increase significantly according to experience.
• A genuine commitment to recognise your achievements.
• Hard work deserves a break, so we offer 20 days annual leave each year plus all public holidays.
• First class office environment which is a safe, comfortable, stimulating and fun place to be.
• Medical cover on Day 1 of employment
• We want you to eat well, so we offer you a rice allowance
• Clothing allowance to support your professional and personal needs.
• Competitive transportation allowance
• Opportunities to travel at discounted prices.