Summary:

We are seeking a highly organized and detail-oriented Office Manager/Administrative Assistant to oversee the smooth operation of our office. This role requires a proactive individual with excellent communication and interpersonal skills, capable of managing multiple tasks simultaneously and maintaining confidentiality. The ideal candidate will have a minimum of five years of experience in a similar role and a Bachelor's degree in Business Administration or a related field is preferred.

Roles and Responsibilities:

This position encompasses a broad range of responsibilities, including but not limited to:

• Office Administration: Overseeing daily office operations to ensure efficiency; maintaining office supplies, equipment, and facility upkeep; ensuring office cleanliness, security, and compliance with safety protocols.
• Administrative Support: Preparing reports, correspondence, and documentation; handling data entry, record-keeping, and filing of company documents; coordinating office schedules, meetings, and travel arrangements.
• Facility Management: Managing office facilities, including seating arrangements, maintenance, repairs, and office supplies; managing vendor relationships, contracts, and service quality for office needs.
• Employee Support: Providing support to employees, including processing permits, managing office communications, and addressing employee feedback.
• HR & Employee Assistance: Supporting HR in maintaining employee records and attendance tracking; assisting in the onboarding process for new employees; facilitating communication of company policies and procedures.
• Procurement & Inventory Management: Developing and implementing procurement strategies; sourcing and selecting vendors; negotiating contracts; processing purchase orders and managing invoices; maintaining inventory records and ensuring timely replenishment of supplies; coordinating with suppliers and service providers for procurement needs.
• Logistics & Event Coordination: Assisting in organizing company events, meetings, and training sessions; managing scheduling and logistical arrangements for office activities; ensuring proper documentation and communication for office events.
• Compliance & Documentation: Ensuring proper filing and safekeeping of company permits and licenses; assisting in monitoring office compliance with company policies and regulations; maintaining confidentiality of company records and employee information.
• Process Improvement & Reporting: Identifying areas for improvement in administrative tasks; assisting in preparing reports on office expenses and resource utilization; supporting the implementation of more efficient administrative procedures.
• Utility and Vendor Bill Payment: Managing the timely payment of all utility bills (electricity, water, internet, mobile plans, etc.) and other recurring vendor invoices; reconciling statements and ensuring accurate record-keeping.
• Contracts Management: Assisting in the management of contracts, including lease agreements, vendor contracts, and other relevant agreements; tracking contract renewal dates and ensuring timely action; maintaining a central repository for all contracts and related documentation.
• Vehicle and Insurance Management: Monitoring vehicle registrations and ensuring compliance with all relevant regulations; tracking vehicle insurance policies and ensuring timely renewal; maintaining accurate records of vehicle maintenance and repairs.

• Bachelor's degree in Business Administration, Office Management, or a related field.
• Minimum 3-5 years of experience in administrative or office support roles. Experience with accounts payable, bill payment, contract management, fleet management, and procurement is a plus.
• Strong organizational skills with the ability to manage multiple tasks, prioritize workload, and meet deadlines.
• Excellent verbal and written communication skills for effective coordination.
• High level of accuracy in documentation, record-keeping, and compliance.
• Ability to identify and resolve administrative issues efficiently.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and office management software. Experience with contract management software, accounting software, fleet management software, and procurement software is a plus.
• Strong teamwork and collaboration skills to support various departments.
• Ability to work independently and efficiently in a fast-paced environment.
• Maintaining discretion in handling sensitive company and employee information.
• Amenable to work in Escolta, Binondo Manila