Administrative Officer

2 weeks ago

Pasig, National Capital Region, Philippines eNAV Marketing Services, Inc. Full time ₱300,000 - ₱360,000 per year

Responsibilities:

  • Ensure that the office and warehouse is organized, functional, and well-equipped.
  • Coordinate office and warehouse supplies and equipment, including procurement and inventory management.
  • Maintain a clean, organized, and safe office and warehouse environment.
  • Oversee the maintenance of office and warehouse equipment (e.g., printers, computers, telephones).
  • Liaise with vendors for office and warehouse supplies, maintenance services, security services and other internal requirements.
  • Manage and coordinate internal and external meeting schedules for senior management and staff.
  • Ensure availability of conference rooms and other office spaces.
  • Organize and maintain filing systems (both digital and physical) to ensure easy retrieval of documents.
  • Ensure accurate record-keeping of administrative documents such as contracts, personnel files, inventories, manpower database, manpower scheduling and legal records.
  • Oversee the security and confidentiality of sensitive information, including employee data, financial documents, etc.
  • Ensure compliance with document management policies and practices.
  • Ensure smooth communication between departments and between management and staff.Handle confidential and sensitive matters with discretion.
  • Oversee reception duties ensuring that visitors are appropriately received and directed.
  • Assist in coordinating with warehouse security, warehouse men and maintenance team.
  • Coordinate business travel logistics, including booking transportation, hauling and deliveries.
  • Assist in the logistical planning and coordination of projects that included Vehicle Rental, Deliveries, Hauling, Mobilization, Workforce pooling and other recurring purchasing requirement.
  • Communicate with vendors, suppliers, and contractors to ensure all arrangements are made according to project requirements.
  • Coordinate with internal teams to ensure all event-related tasks are completed on time and within budget.
  • Assist in preparing and managing the administrative budget for office and warehouse operations, supplies, and other expenses.
  • Track expenses and submit reports to ensure that spending is within the allocated budget.
  • Liaise with the finance team to process invoices, receipts, and petty cash.Ensure accurate and timely reconciliation of office expenses, including travel reimbursements, office supplies, and other administrative costs.
  • Ensure that the organization's policies, procedures, and protocols are implemented effectively.
  • Maintain an emergency contact list and ensure first aid kits and other safety equipment are available.
  • Liaise with the IT department to ensure the smooth running of office technology, including troubleshooting issues and ensuring uptime.
  • Identify and propose improvements to office processes to enhance efficiency and effectiveness.
  • Research and recommend new tools or technologies that could streamline administrative functions.
  • Continuously improve systems for managing documents, communications, and scheduling.
  • Prepare regular reports on administrative activities, expenses, travel, office inventory, and other key metrics.
  • Track performance of key administrative processes and provide feedback to management on areas for improvement.
  • Assist in data collection for various operational assessments or audits.

Qualifications:

  • At least 2-3 years experience in Admin

Job Types: Fixed term, Temporary

Contract length: 3 months

Pay: Php25, Php30,000.00 per month

Benefits:

  • Flextime
  • Work from home

Work Location: In person

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