Admin & Fulfillment Specialist

Admin & Fulfillment Specialist

Position: Admin & Fulfillment Specialist

Employment Type: Full-time

Work Setup: Onsite, Rotational (Mon to Friday & Tues to Sat - 8am to 4pm)

Location: Makati City

Preferably a member of INC

Overview

The Admin & Fulfillment Specialist plays a key role in ensuring smooth office operations, timely government compliance, and efficient fulfillment processes across offline and online channels. This role includes administrative support, logistics coordination, preparation of materials for veterinary account presentations, and operational assistance for the team. The ideal candidate is organized, proactive, and able to manage multiple tasks in a fast-paced environment.

Key Responsibilities

1. Office Administration & Maintenance

• Maintain overall organization, cleanliness, and upkeep of office premises.
• Monitor and replenish office supplies, equipment, and inventories as needed.
• Coordinate with vendors or building administration for repairs or maintenance needs.
• Ensure the workplace is safe, compliant, and conducive to operations.

2. Government Compliance & Documentation

• Process, renew, and organize business permits, licenses, certificates, and other government documents.
• Coordinate with LGUs, BIR, DTI/SEC, and other regulatory agencies.
• Prepare documents for audits or inspections and assist during onsite reviews.
• Track all compliance deadlines to ensure timely submission and renewal.

3. Coordination With Offline Sales Team

• Prepare materials, samples, kits, and documents for presentations to veterinary accounts and partners.
• Support field activities, vet events, retail activations, and other offline initiatives.
• Coordinate and provide administrative/logistics needs for the offline sales team.
• Prepare physical sales invoices or printed copies when required, especially for offline partners such as Pet Express (if not handled by another team).

4. Fulfillment & Logistics Oversight

• Oversee the fulfillment of orders across marketplaces, the company website, and offline channels.
• Coordinate with couriers, warehouse staff, and logistics partners for on-time dispatch and delivery.
• Track inventory movements and ensure accurate documentation of inbound and outbound stocks.
• Assist in packing marketplace orders during peak seasons or when additional support is required.
• Prepare and print sales invoices needed for order fulfillment, particularly for accounts that require physical documentation (e.g., Pet Express).

5. Inventory Coordination

• Work closely with the Accounting Team to coordinate the monthly inventory count, ensuring accuracy, timely reporting, and proper documentation.
• Assist in investigating and reconciling inventory discrepancies.

6. Event & Activity Support

• Assist in logistical preparations for vet seminars, company events, internal activities, and external engagements.
• Prepare giveaways, booth materials, marketing kits, and event supplies.
• Coordinate transportation, schedules, and other related support needs.

Qualifications

• Bachelor's degree in Business Administration, Office Management, Operations, or related fields.
• 1–2 years of experience in admin, operations, fulfillment, or logistics.
• Strong organizational and coordination skills.
• Knowledge of government compliance processes is an advantage.
• Proficient in Google Workspace or MS Office.
• Physically able to lift, move, and pack supplies or orders when needed.
• Experience with e-commerce fulfillment and marketplace operations is a plus.

Competencies

• Attention to Detail
• Time Management
• Team Collaboration
• Problem-Solving
• Adaptability

Why Join Us

• Be part of a fast-growing, science-driven pet health brand.
• Opportunity to significantly contribute to operational efficiency and business success.
• Supportive and collaborative work environment.

Job Type: Full-time

Pay: From Php20,000.00 per month

Benefits:

• Employee discount
• Health insurance

Work Location: In person