Office Administration Officer

Published: 04/08/2022

Position Type: Permanent Full - Time

Location: BGC, Metro Manila Philippines


  • Reports directly to the Managing Director of CHAMP Cargosystems Philippines.
  • Manage, support, and improve the day-to-day administrative procedures of the CHAMP Cargosystems Philippines office operations.
  • Oversees the administrative services function of CHAMP Cargosystems Philippines
  • Coordinates and executes the existing administrative procedures set in place, and suggests process improvements to upper management if necessary
  • Record management - ensures proper implementation and recording of procurement, vendor management and corporate real estate documentation
  • Acts primary liaison with government agencies regarding permits and licenses such as business permits, fire inspection certificate, building permits, and other required local licenses
  • Oversees office facility services and staff, including basic maintenance, IT, sanitation and security services
  • Receiving and processing communication channels, including email, phone, and physical mail
  • Creating memos for the Office of the Managing Director as needed
  • Take charge of all facility management matters such as identifying new office space, fixed asset inventories, office renovation, door access, phone system, printers, installation and relocation etc.
  • Primary responsible officer for organizing events, including ordering materials and requisitioning meeting spaces
  • Manage the asset inventory for admin and facilities.
  • Ensure all company assets are recorded and all movements are within the agreed process.
  • Establish and maintain a system with which to receive, log and forward incoming mails, parcels and packages
  • Manage office leasing activities, space planning or re-design, ocular inspection, etc
  • Assist in ensuring successful projects related to compliance such as seat-optimization project for onsite-work requirements, listed-asset monitoring, assisting enterprise groups in ascertaining and obtaining required assets, opinions, surveys, list of requirements, proposals, references, and other such items material to maintaining CHAMP Cargosystems Philippines compliance
  • Provides executive assistance to the Managing Director of CHAMP Cargosystems Philippines


Daily office operations

  • Manage the day to day tasks of Admin Assistants / Office Cleaners; source tasks to other resources as needed specially for one-off upkeep such as AC maintenance and repairs, Pest Control activities, etc
  • Source and establish contacts with vendors and service providers for office upkeep - from design / contractors or builders, vendors for office supplies and pantry supplies, etc
  • Maintain the cleanliness of the office; maintain that the facilities are in good working condition and are conducive for productive work
  • Maintain the adequacy of office and pantry, and comfort rooms supplies and plans for re-stocking
  • Handle procurement related tasks such as sourcing and review of quotation of quotes/tender
  • Managed the Supplier Lifecycle Management (SLM) on tasks such as vendor’s pre-qualification, post-evaluation, record of price/cost data, yearly price review, cost comparison and supplier’s offboarding
  • Create, route, and manage Purchase Orders (PO) and Purchase Requisition (PR)
  • Spearheading projects relating to general office administration and office facilities management
  • Hands on day-to-day general administrative and office support duties
  • Procurement and up-keeping of office stationary and supplies.
  • Coordinating with couriers for deliveries
  • Organizing business lunch in when required
  • Facility, Lease and Landlord Management, including feedback on general property management and coordination among the different parties.
  • Oversee other logistic matters, like transport, telecommunications, mail/courier services, hospitality for meetings, off-site storage, and asset management.
  • In charge of the procurement and administration of all office supplies, pantry supplies, assets, inventories as well as maintenance and repair of office equipment.
  • Coordinate with IT and external vendors to ensure readiness of all IT-related infrastructure
  • Act as liaison between company and building management as well as office services vendors
  • Collaboration with local compliance matters that might arise specific to Data Privacy and GDPR.
  • Manage and report the compliance of the company in requirements arising out of local authorities’ statutory and regulatory guidelines
  • Accountable for maintenance and renewals of all LGU business permits, processing of registration, renewal permits and licenses to government agencies but not limited to: Bureau of Internal Revenue, Social Security System, Philhealth, Pag-Ibig, DOLE.
  • Supervise the deployment of office equipment including maintenance of registers for IT equipment & licenses
  • Implement cross-functional cost savings; support new product development; supply assurance and quality improvements by sourcing, selecting, and partnering with suppliers
  • Perform all procurement and contracting activities including pre-qualification, tender management, negotiation, and preparation of contracts.
  • Periodical review and monitor the vendor performance i.e. quality and delivery performance, supplier approved record and supplier qualification.
  • Lead negotiations with suppliers.
  • Identify opportunities and implement actions to reduce overall costs
  • Provide guidance to internal stakeholders to ensure compliance with procurement policy and relevant guidelines/regulations.
  • Other ad-hoc duties directed by the Managing Director, as and when required


Knowledge / Skills / Abilities:

  • Strong time-management skills and multitasking ability
  • Strong computer literacy and proficient in the use of Microsoft Office Suite, including Word, PowerPoint, and Excel, Teams, and business email services such as MS Outlook.
  • Self-motivated, proactive individual who acts with a sense of urgency is critical
  • Excellent in interpersonal & communication skills, confident at liaising with senior management and can work effectively in a matrix environment
  • Must have a strong character of integrity and ability to keep highly confidential information


Education and Experience:

  • Degree holder or above with major in Business Administration or related discipline preferred
  • Experience developing internal processes and filing systems

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Please include your CV, covering letter and diplomas.


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