Office Administration Officer

Position Type: Permanent Full - Time

Location: BGC, Metro Manila Philippines

 Responsibilities:

• 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