Admin Assistant Manager

Private Advertiser; Mandaluyong; On-site; PHP 540,000 - 720,000; Full time

Job summary

Private Advertiser is seeking an Admin Assistant Manager to oversee retail administrative operations, ensure accuracy of store records, and drive efficient documentation and reporting across stores.

The role focuses on records management, office administration, and leadership of a focused retail support team, with responsibilities spanning audits, process improvement, and cross-functional collaboration.

Qualifications

• Designed to lead projects that improve ways of working and services across teams or stores.
• Balance business priorities with team capacity and remain composed under pressure.
• Identify recurring customer or team pain points and collaborate to improve systems and processes.
• Lead initiatives applying new tools, systems, or approaches and document best practices.
• Coordinate across teams to align priorities and ensure smooth execution toward shared goals.

Responsibilities

• Oversee the maintenance and organization of store records, permits, licenses, contracts, and other operational documents.
• Review records regularly to identify gaps, inconsistencies, missing documentation, or upcoming expirations and ensure corrective actions are implemented.
• Monitor compliance with documentation standards and record retention requirements across all stores.
• Ensure records and trackers are complete, accurate, audit-ready, and updated in a timely manner.
• Coordinate with stores and internal stakeholders to address documentation of deficiencies and compliance concerns.
• Support internal and external audit requirements by ensuring the availability and accuracy of records.
• Supervise day-to-day retail administrative operations and ensure timely completion of support requirements.
• Monitor administrative service levels and workflow efficiency across retail support activities.
• Identify bottlenecks, recurring issues, and process gaps that may impact store operations and implement corrective actions.
• Improve administrative workflows, procedures, and turnaround times to enhance operational efficiency.
• Anticipate operational requirements and proactively coordinate solutions to support store needs.
• Provide guidance and support to team members in handling complex administrative concerns and requests.
• Oversee the preparation, validation, and submission of retail operational reports and trackers.
• Review reports for accuracy, completeness, and consistency prior to distribution.
• Analyze report trends and operational data to identify inefficiencies, recurring issues, and areas for improvement.
• Provide insights and recommendations to Retail leadership based on reporting outcomes and operational findings.
• Monitor compliance, performance, and operational indicators through regular reporting and follow-up activities.
• Support the development and enhancement of reporting tools, templates, and tracking mechanisms.

Skills

Creative

Considerate

Customer Focused

Continuously Learning

Collaborative

Education

Bachelor's Degree in Business Administration

Job description

The Admin Assistant Manager is responsible for overseeing retail administrative operations, ensuring the accuracy of store records, effectiveness of administrative processes, and reliability of operational reporting. This role supervises the execution of retail support activities, monitors compliance with documentation requirements, identifies process improvement opportunities, and provides guidance to the team to ensure efficient support for retail operations.

YOUR OVERALL MISSION & DAY-TO-DAY

Records Management

• Oversee the maintenance and organization of store records, permits, licenses, contracts, and other operational documents.
• Review records regularly to identify gaps, inconsistencies, missing documentation, or upcoming expirations and ensure corrective actions are implemented.
• Monitor compliance with documentation standards and record retention requirements across all stores.
• Ensure records and trackers are complete, accurate, audit-ready, and updated in a timely manner.
• Coordinate with stores and internal stakeholders to address documentation of deficiencies and compliance concerns.
• Support internal and external audit requirements by ensuring the availability and accuracy of records.

Office Administration

• Supervise day-to-day retail administrative operations and ensure timely completion of support requirements.
• Monitor administrative service levels and workflow efficiency across retail support activities.
• Identify bottlenecks, recurring issues, and process gaps that may impact store operations and implement corrective actions.
• Improve administrative workflows, procedures, and turnaround times to enhance operational efficiency.
• Anticipate operational requirements and proactively coordinate solutions to support store needs.
• Provide guidance and support to team members in handling complex administrative concerns and requests.

Reports Management

• Oversee the preparation, validation, and submission of retail operational reports and trackers.
• Review reports for accuracy, completeness, and consistency prior to distribution.
• Analyze report trends and operational data to identify inefficiencies, recurring issues, and areas for improvement.
• Provide insights and recommendations to Retail leadership based on reporting outcomes and operational findings.
• Monitor compliance, performance, and operational indicators through regular reporting and follow-up activities.
• Support the development and enhancement of reporting tools, templates, and tracking mechanisms.

YOUR TALENT

• Creative: Lead projects that improve ways of working, products, or services across teams or stores. Track outcomes and use results to refine and scale effective solutions.
• Considerate: Balance business priorities with team capacity, making sure to stay composed under pressure and promote sustainable ways of working that support both people and operations.
• Customer Focused: Identify recurring customer or team pain points and collaborate with others to improve systems, processes, and communication for a better overall experience.
• Continuously Learning: Lead initiatives that apply new tools, systems or approaches. Document and share best practices that drive consistent improvement across teams or stores.
• Collaborative: Lead coordination across teams or functions. Align priorities, facilitate clear communication, and ensure smooth execution toward shared goals.

LEADERSHIP COMPETENCIES

• Decision Making & Accountability – Makes informed decisions and takes responsibility for results and addresses issues promptly.
• Strategic Thinking – Anticipates trends and aligns plans with business goals, recognizes how customer needs and day-to-day operations impact team goals, adjust plans to support immediate priorities and overall targets.
• People Development – Provide constructive, timely feedback, acknowledge achievements, and encourage colleagues to expand their skills.
• Conflict Management – Identify the root cause of disagreements, propose fair options and confirm agreements before closing the issue.
• Managing Self – Plan tasks in advance, adjust smoothly when schedules or assignments change, and remain composed during busy hours or peak workload.
• Learning Agility – Quickly understands and applies new processes or systems with minimal guidance, adjust priorities when plans change; explain new learnings to teammates in simple terms

YOUR TALENT

• Bachelor’s Degree in Business Administration, Management, or any related field
• At least 3-5 years of experience in Administration or related field.
• Experience in a supervisory or lead role.
• Preferably has experience in the retail industry.
• Excellent organizational skills with the ability to prioritize tasks effectively.
• Strong customer service skills to provide excellent support to colleagues and external stakeholders.
• Proficient written and verbal communication skills to convey information clearly.
• Detail-oriented mindset to ensure accuracy in all tasks and documentation.