As our Administrative Lead, you are responsible for overseeing various aspects of office management, including permits, licenses, facilities, purchasing, and asset management. Your role involves ensuring compliance with regulations, maintaining office infrastructure, managing procurement processes, and tracking assets efficiently. Additionally, you play a key role in supporting the Administrative Manager in team management, fostering a positive work environment, and driving strategic initiatives to enhance administrative operations. Overall, you play a vital role in ensuring the smooth functioning of administrative processes and contributing to the organization's overall success.
Responsibilities Ensure timely renewal and compliance of all necessary permits and licenses required for business operations.
Oversee the documentation and record-keeping process for permits and licenses to ensure accuracy and compliance.
Supervise the maintenance, cleanliness, and safety of the office premises, including common areas and facilities.
Coordinate repairs, renovations, and upgrades to office facilities, ensuring minimal disruption to daily operations.
Monitor and address issues related to building infrastructure, utilities, and security systems.
Manage the procurement process for office supplies, equipment, and services, from sourcing to delivery.
Develop and maintain relationships with vendors and suppliers to ensure timely and reliable delivery of goods and services.
Assist the Administrative Manager in conducting regular performance evaluations for administrative staff to assess their productivity, efficiency, and adherence to company policies and procedures.
Address any disciplinary issues or conflicts within the administrative team promptly and impartially.
Assist the Administrative Manager in implementing departmental policies, procedures, and initiatives.
Represent the administrative team in meetings, discussions, and decision-making processes, advocating for their needs and interests.
Draft, submit, and present admin-related reports to management for review and decision-making.
Monitor and manage budgets for administrative functions, including facilities, equipment, and personnel expenses.
Ensure the company complies with all safety and security regulations, including building access and emergency preparedness, serving as the primary point of contact for administrative issues and escalations.
Skills and Qualifications
Thorough understanding of permits, licenses, and regulatory requirements related to business operations. Proficient in facilities management, including maintenance, cleanliness, and safety protocols. Familiarity with asset management principles, including inventory tracking and lifecycle management. Strong organizational skills to manage multiple tasks and priorities effectively. Excellent communication skills to interact with internal teams, vendors, and government agencies. Negotiation skills to secure favorable terms and pricing with suppliers. Analytical skills to assess administrative processes and identify areas for improvement. Leadership skills to guide and motivate team members toward achieving goals. Capacity to delegate tasks and monitor their execution to ensure timely completion. Attention to detail to maintain accurate records and compliance with regulations.
Collaboration skills to work effectively with cross-functional teams and stakeholders. Ability to work flexible schedules, including evenings, weekends, and holidays. Education and Experience
Bachelor's degree in Business Administration or a related field. At least 2 years of experience in office management or administrative leadership role. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Experience in facilities management, procurement, or asset management is an advantage. 30% Night Differential Pay The standard night differential pay in the Philippines is 10%. Our rate is 2x higher than that of other companies.
Competitive Salary & Benefits We offer a progressive salary package with monthly performance incentives and annual appraisal. Healthcare, dental, and a retirement plan included upon passing training! Enroll in free in-house professional development classes to keep your career on the right track. We also support working students with an educational loan.
Professional Development Enroll in free in-house professional development classes to keep your career on the right track. We also support working students with an educational loan.
Paid Time Off 25 vacation, sick, and paid leaves combined plus birthday, maternity, and paternity time off.
Free Food & Coffee Whoever coined the term "Thank God it's Friday" must've been thinking of Free Food Fridays. Enjoy breakfast, lunch, or dinner on us every week! We've also got overflowing coffee and tea to keep you energized daily!
Healthcare, dental, and a retirement plan included upon passing training!
