Admin and Finance In-Charge

AVANTI TRANSPORT SERVICES PHILS. INC.; Philippines; On-site; PHP 670,000 - 1,004,000; Full time

Job summary

AVANTI TRANSPORT SERVICES PHILS. INC. in Makati City is seeking an Administrative & Finance Manager to lead office policies, administer staff, and manage budgets and compliance.

Responsibilities include HR onboarding, financial reporting, procurement, and document control, with collaboration across departments and IT coordination. A strong degree and 3–5 years in finance/administration are required, plus excellent communication and organizational skills.

Qualifications

• Bachelor's degree in a relevant field is required.
• 3–5 years of progressive experience in finance and administration.
• Strong knowledge of financial reporting, budgeting, and forecasting.
• Experience in Human Resources is a plus.
• Detail-oriented with strong analytical skills.
• Proficient in Microsoft Word, Excel, and Access.
• Excellent written and verbal communication skills.
• Highly organized with multitasking and time-management abilities.

Responsibilities

• Develop and implement office policies and procedures.
• Oversee administrative staff, ensuring effective task delegation and supervision.
• Maintain office supplies, equipment, and facilities for a safe and organized workspace.
• Assist with recruitment, onboarding, and training of administrative staff.
• Manage employee records, attendance, leave requests, and compliance with company policies.
• Address staff concerns related to administrative functions.
• Prepare and monitor office budgets and cost-saving initiatives.
• Approve and process check vouchers, checks and vendor contracts.
• Ensure accurate financial documentation and reporting such as cash position report and commercial report.
• Maintain company records, contracts, and legal documents.
• Ensure compliance with local regulations and internal policies.
• Oversee document control and record-keeping processes.
• Handle renewal of accreditations with DOLE/DTI/FTEB/BUREAU OF CUSTOMS/AFAB/CAB/PMTLAI.
• Serve as a liaison between departments for administrative matters.
• Organize and facilitate meetings, including scheduling, agenda preparation, and minutes.
• Plan and facilitate company events.
• Coordinate with IT support for system maintenance and troubleshooting.
• Manage access control, office security, and data protection policies.
• Manage the Managing Director’s calendar, scheduling meetings and travel.
• Prepare reports, presentations, and documents for management use.
• Organize meetings, take minutes, and follow up on action items.
• Handle confidential information with professionalism and discretion.

Skills

Financial reporting

Budgeting

Forecasting

HR coordination

Attention to detail

MS Word

MS Excel

MS Access

Data protection

Communication

Education

Bachelor’s degree in a relevant field

Psychology degree is an advantage

Tools

Microsoft Word

Microsoft Excel

Microsoft Access

Job description

Key Responsibilities:

Administrative & Office Management

• Develop and implement office policies and procedures.
• Oversee administrative staff, ensuring effective task delegation and supervision.
• Maintain office supplies, equipment, and facilities for a safe and organized workspace.

Human Resources & Staff Coordination

• Assist with recruitment, onboarding, and training of administrative staff.
• Manage employee records, attendance, leave requests, and compliance with company policies.
• Address staff concerns related to administrative functions.

Financial & Budget Management

• Prepare and monitor office budgets and cost‑saving initiatives.
• Approve and process check vouchers, checks and vendor contracts.
• Ensure accurate financial documentation and reporting such as cash position report and commercial report.

Compliance & Documentation

• Maintain company records, contracts, and legal documents.
• Ensure compliance with local regulations and internal policies.
• Oversee document control and record‑keeping processes.
• Handles the Renewal of Accreditations with DOLE / DTI/FTEB / BUREAU OF CUSTOMS / AFAB / CAB / PMTLAI.

Communication & Coordination

• Serve as a liaison between departments for administrative matters.
• Organize and facilitate meetings, including scheduling, agenda preparation, and minutes.
• Plan and facilitate company events.

IT & System Management

• Coordinate with IT support for system maintenance and troubleshooting.
• Manage access control, office security, and data protection policies.

Other Responsibilities

• Manage the Managing Director’s calendar, scheduling meetings and travel.
• Prepare reports, presentations, and documents for management use.
• Organize meetings, take minutes, and follow up on action items.
• Handle confidential information with professionalism and discretion.

Qualifications:

• Bachelor’s degree in a relevant field, Psychology degree is an advantage

• At least 3–5 years of progressive experience in finance and administration
• Strong knowledge of financial reporting, budgeting, and forecasting
• Experience in Human Resources is a plus
• Detail-oriented with strong analytical skills
• Proficient in Microsoft Word, Excel, and Access
• Excellent written and verbal communication skills
• Highly organized with strong multitasking and time-management abilities
• Able to handle sensitive information with the highest degree of integrity and confidentiality

Other Requirements:

• Willing to work onsite in Makati City
• Can start immediate or within a short notice period (optional)