GENERAL RESPONSIBILITIES:
- Manage administrative expenses, create liquidation summaries, process payment requests
from Finance, and ensure vendors'''' payment terms are met.
Ensure regular and accurate submission of Payment requests to Finance within the target
deadline
Record and monitor all costs and expenses for all Facilities and Admin budgets
Files all Facilities and Admin documents.
Assists the Facilities and Admin Supervisor / Manager in the collation of documents in
preparation for audits, inspections and client visits.
Work with Procurement to ensure up to date contract and warranty agreement
Leaver's checklist clearance for all staff.
Company ID processing
FNA supplies purchasing, requisition, inventory (pantry, cleaning, and office)
FNA Asset Tagging Management
Serve as a point of contact between different departments and senior management
Attend to internal customer complaints and requests
To handle parking slot allocations to Manager level and up
Close coordination with Site Heads for their requirements
Keeps confidential sensitive information that came to her/his knowledge in the course of
performing the professional duties.
Work participation in BCP-related events and sending of advisory updates, as often as needed, during disaster-related events such as typhoon, fire, earthquake, evacuation drills, pandemic
etc.
Performs other related task assigned by the Facilities and Administration Manager
Materials Management
Office Supplies and Inventory management- updated inventory/ ensures availability of stocks
(Receiving/Distribution)
Asset Deployment and Retrieval Reports - Timely submission and Accuracy of Report
Proper Tracking of Fixed Assets for Audit Purposes
Travel Management
Managing travel plans for all requestors for both international and domestic, efficiently and
cost-effectively
Coordinate travel itineraries and bookings for employees – air, accommodation and
transportation for business trips
Communicate travel details and updates the tickets and to relevant parties
Manage emergency changes/cancellations in a professional and calm manner
Maintain up to date travel records and documentations
This role will report onsite 5 days a week (even during holidays) in BGC
Qualification
- Bachelor's degree in Business Administration, Management, or a related field is preferred.
- Proven experience as an Administrative Officer, Office Administrator, or in a similar administrative role.
- Solid knowledge of office procedures
- Experience with office management software like MS Office (MS Excel and MS Word, specifically)
- Strong organization skills with a problem-solving attitude
- Good organization, time management and scheduling skills
- Ability to multitask
- Excellent written and verbal communication skills
- Attention to detail
