Admin Associate (Burgos)

JS Grospe Accounting Firm; Philippines; On-site; PHP 201,000 - 268,000; Full time

Job summary

JS Grospe Accounting Firm is seeking an Admin Associate in the Philippines to ensure smooth, accurate, and timely execution of branch-level administrative and operational procedures.

You will audit daily sales, validate inventory and attendance, oversee fund handling, manage therapist and staff schedules, and ensure documentation and compliance with internal policies and government regulations to support high service standards and operational integrity.

Responsibilities

• Audit daily sales to detect discrepancies and ensure alignment with the Appointment System.
• Maintain inventory records; verify receipts, requisitions, and supplier invoices.
• Manage payroll-related tasks such as Therapist Commission Reports and attendance validation.
• Coordinate therapist schedules and client relations in collaboration with department heads.
• Ensure documentation, permits, and government regulations compliance.

Job description

The Admin Associate is responsible for ensuring the smooth, accurate, and timely execution of branch-level administrative and operational procedures. This includes auditing daily sales, validating inventory and attendance, overseeing fund handling, managing therapist and staff schedules, and ensuring documentation and compliance with internal policies and government regulations. The Admin Associate is a central figure in maintaining order, accountability, and seamless coordination across departments—supporting high service standards and operational integrity within the branch.

Sales Audit & Cash Handling

• Conduct daily sales audits to detect discrepancies and ensure accurate alignment between:
• Reservation slips (“RS”), discounts, product sales, and on-the-house (“OTH”) entries with the Appointment System (“AS”)
• Completed reservations in the AS with therapist declarations, RS and Ops Group Chat logs
• Sage Slips (“SS) with Attendant Group Chat logs and system entries
• Coordinate daily cash sales to the corporate bank account or with Finance/JSGAF if needed.
• Act as custodian of branch Petty Cash and Maintenance Fund and ensure its proper tracking and replenishment.

Inventory & Procurement

Prepare timely and accurate requisitions for spa consumables, office supplies, and replenishment of revolving funds, ensuring adequate stock levels to support uninterrupted operations.

• Maintain a clear and well-organized filing system—both physical and digital—for all inventory-related documents including requisitions, supplier invoices, official receipts, and liquidation reports.
• Review and confirm daily or weekly inventory reports submitted by the Housekeeping Department, ensuring data accuracy and flagging discrepancies to the EA or designated supervisor.
• Coordinate with suppliers or the central procurement team for order follow-ups, delivery schedules, and urgent inventory needs.
• Support regular inventory audits and contribute to the development of improved tracking and monitoring systems.

Payroll & Commission Reports

• Prepare and finalize the Therapist Commission Report using the Therapist Declaration Sheet (“TDS”), Appointment System Summary (“ASS”), and Ops Group Chat logs.
• Integrate related deductions, penalties, and bonuses. Flag and report irregularities for further action.
• Review and approve therapist leave applications and time-off requests with concurrence from the CEO or Admin Head.
• Validate attendance reports submitted by department heads before endorsement to HR.

Scheduling & Coordination

• Coordinate therapist daily line-ups with the Client Relations team and revise schedules monthly or as needed.
• Schedule therapist activities such as training, orientations, or special assignments.

Spa Operations Oversight

• Conduct daily inspection of spa amenities and supplies to ensure cleanliness, functionality, and ambiance.
• Support therapist and employee onboarding (e.g., Enrollment Forms, Training Bonds, GCash info, keys, contracts, trackers).
• Coordinate with heads of departments for onboarding support staff (receptionists, attendants, security, etc.).
• Enroll new staff into the biometric system for attendance and payroll integration.

Documentation & Compliance

• Maintain updated employee records related to NC II certifications, health cards, and government-mandated requirements.
• Ensure compliance with relevant permits and legal documentation.
• Perform other duties as assigned by the CEO or Admin Head.