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Position Details

Job title: Administration Manager

Reporting to: Chairman

Direct reports: 3

Employment Term: Full-time

Salary: per month, depending on experience

Location: Unit 33 M, N, O Philexcel Business Park, M.A. Roxas Highway, Clark Freeport Zone (CFZ) ANGELES, PAMPANGA

Position Overview

Administration Manager: –

Working in a newly founded product technology company in CFZ, the Administration Manager (AM) is to organise, coordinate administration duties and office procedures and to oversee the daily operations of the office. The AM role is to create and maintain a pleasant work environment, ensuring high levels of organisational effectiveness, communication and safety.

AM responsibilities include direct coordination with external clients i.e. vendors, suppliers, contractors; HR duties; events organising; looking after Health & Safety procedures; scheduling meetings and appointments; making office supplies arrangements; greeting visitors and managing/providing general administrative support to employees.

Ultimately, the Office manager should be able to ensure the smooth running of the office and help to improve company procedures and day-to-day operations. Previous experience as a Front Office Manager, Administration Manager/ Office Administrator and Facilities Manager would be an advantage.

Role and Responsibilities

• Schedule meetings and appointments
• Keeping all consumables such as food and water stocked
• Organise the office layout and order stationery and equipment
• Maintain the office condition and arrange necessary repairs
• Handle office maintenance i.e. AC cleaning, general pest control and carpet cleaning
• Create and maintain the health and safety procedures of the office
• Revise when necessary and maintain the HR Policy Manual of the company
• Create, manage and organise office operations and procedures
• Coordinate with IT department on all office equipment and IT issues
• Manage the weekly payables and ensure that all payables are paid on time
• Manage contract and price negotiations with office vendors, service providers etc
• Where applicable, manage office budget and ensure accurate/timely reporting on a weekly or monthly basis
• Provide general support to visitors
• Provide assistance on the yearly inspection of DOLE and the CDC
• Meet the compliance on the standards set by DOLE and the CDC
• Ensure the timely renewal of business permits and other company documents
• Assist on travel arrangements/requirements and visa application and renewal of the company officers
• Manage and organise Recruitment requirements from interviews to the onboarding process for new hires until exit clearance for resigning employee
• Handles the HR requirements of the company – employment, compensation and benefits; employee relations, recruitment and staffing; training and development and labour laws and legal compliance
• Conduct monthly meeting with staff from preparing agenda and minutes
• Direct coordination with the legal office, accounting team and manufacturing service provider
• Plan the yearly corporate events and corporate social responsibility activities of the company
• Handle and manage the company’s petty cash fund
• Oversee the proper inventory of products, office equipment, furniture and appliances
• Ensure the proper flow of sales queries and requests
• Check and approve releasing of all sales documents i.e. sales quote, sales order, sales invoice
• Oversee the proper flow export and import requirements of the company
• Address and manage any employee’s queries regarding office management issues (e.g. stationery, Hardware and travel arrangements)
• Liaise with facility management vendors, including cleaning, catering and security services
• Plan in-house or off-site activities such as parties, celebrations and conferences
• And other additional tasks as required

Skills & Experience

• At least 3 years’ proven experience in a Management role with managing staff
• Solid working experience in multi-culture or international companies based locally or abroad
• Knowledge of office management responsibilities, systems and procedures
• Hands-on experience with office machines (e.g. fax machines, printers)
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organisational and planning skills in a fast-paced environment
• Experience managing employees, teams and overall staff performance
• A creative mind with an ability to suggest improvements
• Excellence in Microsoft Office products (Outlook, Word, Excel, PowerPoint etc)
• High communication skills in the English language – both verbal and written
• Ability to effectively communicate with all levels of the organisation (in English)
• High comfort level working in a diverse environment, and fast-paced company
• Very high customer service skills
• Can handle pressure in busy times

In addition, the following skills will be favoured upon;

• Strong analytical skills with the ability to collect, organise, analyse, and disseminate significant amounts of information with attention to detail and accuracy
• Experience with Salesforce or another CRM Software
• Experience working in Human Resources or Sales
• Experience working in Facility Management and Health & Safety
• Knowledge on Philippine Labour Laws

Qualifications

• Bachelor’s Degree in Business, Administration, Communications or related field

Behavioural Fit

• Able to work collaboratively and autonomously
• Customer and sales-focused
• Demonstrates resilience
• Builds and grows relationships with stakeholders, vendors and suppliers
• Takes personal accountability and is self-motivated
• High interpersonal skills
• High organisational skills
• Good communication skills