Executive, Business Administration

JOB RESPONSIBILITIES

Your roles and responsibilities will include, but are not limited to, the following:

Administrative Functions

• Manage all incoming calls to the office and direct them to the appropriate team members.
• Handle general administrative duties and ensure the office is well-organized and well-maintained.
• Maintain cleanliness and orderliness in the office environment.
• Manage office and pantry supplies, equipment, and inventory to ensure availability and functionality.
• Track and manage office expenses, ensuring timely payment of bills (utilities, rental, internet, etc.).
• Act as the point of contact for collecting employees' monthly expense reports and perform data entry prior to submission to Finance for claims processing.
• Responsible for handling travel arrangements including flight and hotel bookings.
• Update and maintain the monthly Sales Report.
• Prepare and submit the company's annual report to relevant government authorities.
• Handle clearance documentation for shipments or samples sent to the Philippines office.
• Schedule and coordinate meetings, events, and other company-related activities.
• Facilitate internal communication and liaise with other departments as necessary.
• Maintain and organize office records, documents, and databases (both physical and digital).

Purchase Orders (PO) Management

• Communicate with customers to follow up on Purchase Orders (POs) and send them to the Customer Service team for processing, ensuring the entire order is fulfilled and delivered to the customer as required.
• Coordinate with the Finance team to gather necessary documents, including preparing the commercial contract for payment purposes.
• Upon receipt of the Statement of Account from the Accounts Receivable team (Ms. Rachel), follow up with customers on any agreed-upon payments.
• Ensure timely payment collection from customers; notify customers of order suspension if overdue payments are not cleared.
• Manage and resolve customer complaints related to PO matters effectively.
• Oversee the entire process for dry and wet sample requests from the sales team, obtaining necessary approvals from the Market Segment Director.

Human Resource Functions

• Follow and enforce all administrative and human resource policies and procedures
• Support in managing and coordinating employee welfare policies and benefits, such as arrangements for health check-ups and health insurance are carried out effectively.

Supporting Marketing Activities

• Manage and track the TDS (Technical Data Sheets) and brochures for the office.
• Oversee and process sample requests for office and sales staff.
• Update and maintain information on the company website and customer database.
• Collaborate with the sales team to collect relevant information and forward it to the marketing team for case studies.
• Assist in preparing for company meetings, workshops, seminars, and fairs (if applicable).
• Provide support for other marketing-related tasks as required by the marketing team.
• Prepare e-proposals upon request from the sales team.

JOB REQUIREMENTS

• Minimum of a Bachelor's Degree in Business Administration or a related field.
• At least 9 years of proven experience in administrative roles.
• Strong team player with excellent interpersonal skills and the ability to work collaboratively across departments.
• Highly organized with exceptional administrative skills and strong attention to detail.
• Proficient in Microsoft Word, Excel, and PowerPoint.
• Excellent oral and written communication skills in English and local languages.
• Ability to communicate effectively with all internal stakeholders.
• Professional appearance and demeanor; punctual and reliable.
• Strong time management skills and ability to meet deadlines.