business support officer

Job Purpose: To provide comprehensive and effective operational support to the organization across Human Resources, Procurement, and General Administration, ensuring smooth and efficient business operations.

Key Responsibilities

A. Administration & Office Management (Admin)

• Office Operations: Oversee the smooth daily functioning of the office environment, ensuring a clean, safe, and productive workplace.
• Facilities Management: Coordinate with external vendors for office maintenance, repairs, security, and cleaning services.
• Front Office: Manage the reception area and act as the primary point of contact for external visitors, calls, and general inquiries.
• Documentation & Reporting: Maintain all physical and electronic filing systems, manage correspondence, and prepare routine reports as required by management.
• Travel & Logistics: Coordinate staff travel arrangements, accommodation, and meeting room bookings. (if needed)

B. Human Resources (HR) Support

• Recruitment Administration: Manage the administrative process for new hires, including posting job ads, scheduling interviews, coordinating assessment days, and preparing offer letters.
• Onboarding & Offboarding: Conduct new employee inductions, process necessary paperwork (contracts, tax forms, etc.), and manage the administrative tasks for departing staff.
• Personnel Records: Maintain accurate and confidential employee records (physical and digital) and ensure compliance with data protection policies.
• HR Liaison: Serve as the initial point of contact for general employee inquiries related to policy, leave, and benefits, escalating complex issues to senior management.
• Training & Development: Assist in coordinating staff training sessions and maintaining training records.

C. Procurement & Purchasing (Procurement)

• Requisitions & Orders: Manage the end-to-end purchasing process, including receiving and processing purchase requisitions, creating purchase orders (POs), and tracking orders.
• Supplier Management: Liaise with suppliers for essential office materials, IT equipment, and general supplies to negotiate favorable terms and ensure timely delivery.
• Inventory Control: Monitor and manage inventory levels for office supplies and materials to prevent shortages.
• Invoice Processing: Verify invoices against purchase orders and delivery notes, and coordinate with the Finance department for timely payment processing.
• Cost Efficiency: Regularly review vendor contracts and purchasing patterns to identify and implement cost-saving measures.

Candidate Requirements and Skills

Candidates must possess a minimum of 1 year of experience in a multi-functional administrative or operations support role, backed by a Relevant Tertiary Qualification (e.g., Business Administration, Management, or HR). Essential skills include a strong track record of experience as a Human Resources Generalist, specifically in recruitment, 201 records management, and employee contracts. This is combined with extensive experience in purchasing processes, including canvassing vendors, coordinating bidding, and executing buying decisions. Further essential skills include exceptional organizational and time-management abilities, high proficiency in the Microsoft Office Suite (Word, Excel, PowerPoint), strong verbal and written communication skills, and a proven high level of discretion in handling confidential information. The ideal attributes for this role are being proactive, resourceful, detail-oriented, and a strong problem-solver.

Candidates must be based near or around the Quezon City area or be willing to relocate if considered, and be available for an onsite or flexible working arrangement as required by the business. Desirable qualifications that will be highly valued include demonstrated experience in negotiating with suppliers, along with a consistently positive, collaborative, and customer-focused attitude.