WORK EXPECTATIONS:
Main Purpose of the Role:
Has overall responsibility for the task and projects, including fiscal responsibility and activities for the total Company. Coordinates activities and functions of different departments to ensure that goals and objectives specified by the Company are accomplished in accordance with priorities, time limitations, funding limitations or other specifications.
Scope of Work:
Serves as a key liaison with Company’s external public, particularly in relation to advisory and operation support for each department.
Oversee daily operations of the Office and coordinates admin operations tasks through assigned staff, prioritizes and delegates work activities.
Ensure all relevant communications, records, and date are updated and recorded such as mail handling, call handling, facilities, events, etc.
Writes communication and promotional content for distribution such as newsletters, brochures or flyers and coordinates printing and distribution.
Prepares budget proposals, recommendations, and establishes budget control system for controlling expenditures; controls expenditures in accordance with budget allocations, recommends equipment and resources for the Company.
Evaluates Company activities for effectiveness to develop improved methods; device evaluation methodology and implements, analyses results and recommends and/or takes appropriate action.
Confers with and advises staff; to provide support and assistance in terms of problem-solving, answer queries, policy creation and cascade, reiteration of directives and clarifications.
Keeps a masterlist of all vendors and create, update, and improve third-party requisition policy and flowchart.
Serves as company representative during projects by responding to and resolving emergency situation and ensures all aspects of projects/events are implemented and controlled according to plans.
Provides assistance and information to all staff, inside and outside of the Company (if need be and approved), regarding projects and other business engagement that the Company endeavors -- keeps and maintains contacts.
Represents the company in public/liaison capacity on matters relating to the Company projects and other endeavors.
Enforcement of company rules, regulations, and established policies/procedures – stipulated in the employee handbook/company policy.
Works with the Gen. Manager/Operations in maintaining standards and efficiency of the company by implementing effective systems and procedures:
Attendance monitoring and timekeeping
Salary, Benefits, and Overtime monitoring
Employee performance development (KPI based)
citations, commendations, and promotions
breach and sanctions
probation, regularization, & appraisal (annual)
Recruitment & Training
screening based on mandate & budget
recommendation and consulting party for additional overhead
orientation and training plans for each work level
creation of orientation outline and on-boarding action plan
Maintain and monitor discipline, safety, and upholding company values within the team:
Lates, over time, cleanliness, code of business principles implementation.
Issuance of memorandum for every infraction made.
Process dismissal and disciplinary procedure.
Update and announces new directives from management.
Works with Accounting to review and verify all documents for approval of the Management.
Daily Time Record
Leaves, Over-time, Workforce Scheduling
Payroll preparation, approval, and processing
Personal Cash Advances
Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
Contributes to team effort by accomplishing related results as needed.
Performs other functions that may be subject to new policies.
And other related and relevant task that may be assigned from time to time.
KEY PERFORMANCE INDICATOR (KPI):
The Admin Manager will be evaluated on the following points:
Efficiency of systems in placed and utilized.
Compliance with pertinent laws and regulations.
Timely submission of reports and other obligations.
Commitments fulfilled and promises kept.
5S and Safety measures in place.
Quality of hire and minimizing employee turn-over rate.
Training effectiveness.
Motivation of the team members.
Organizational skills, Quality control, work ethics.
Commitments to different departments fulfilled, and promises kept.
Knowledge about client, competitor activities, business and products.
Negotiation skills, speaking and writing competency.
Education/Experience
University degree (preferable) Business Management, Administration,Business Development with experience in management, leadership, accounting, and operations and or equivalent role in relevant field. Minimum 3 years, preferred 5 years of working experience in a Supervisory capacity.
Professional competencies
Broad knowledge in general management including but not limited to human resources, selection and recruiting, training and leadership development, and organizational design. Outstanding track record in systems and procedures, with excellent leadership potential. Attention to details and efficient communication skills. Adept in utilizing systems and tools to create efficient work procedure and reporting. Comfortable with software use such as G Suite, Google Keep and Calendar, with familiarization in using excel, word, powerpoint. With competent negotiation skills and shows a high-level of professionalism and business ethics.
Business knowledge
Know well the company products and services, competitors and related rules, regulations and laws governing property & asset management industry in the Philippines. Know well the client’s businesses and stake in the company.
