Admin cum IT Executive (Japan MNC / 5 days work week/ AWS + VB) AL70

TRUST RECRUIT PTE. LTD.; Santo Niño 1st; On-site; PHP 360,000 - 480,000; Full time

Job summary

TRUST RECRUIT PTE. LTD. is seeking an Office Administrative and IT Support Specialist to provide day-to-day administrative assistance, oversee facilities and office maintenance, and support IT operations across the organization.

The role involves coordinating visitor management, vendor relations, and training/e-learning activities, along with end-user IT support and asset management. A Diploma in Business Administration and strong organizational skills are required.

Qualifications

• Minimum 2 years of office administration or facilities management.
• Diploma in Business Administration or related field.
• Basic knowledge of IT office concepts.

Responsibilities

• Manage visitors, access cards, calls and inquiries.
• Arrange hotels for visitors.
• Oversee day-to-day office operations and supplies.
• Coordinate vendor and facility repairs.
• Support training sourcing, e-learning administration and reporting.
• Provide end-user IT support and manage IT assets.
• Maintain IT governance, security measures and documentation.
• Assist in ad hoc duties.

Skills

Organizational skills

Time management

Communication skills

Independence

Attention to detail

MS Office proficiency

Education

Diploma in Business Administration

Tools

Microsoft Excel

Microsoft Word

PowerPoint

SharePoint

Job description

About the role

This role provides day-to-day office administrative and clerical support, oversee office upkeeping, cleanliness, facilities repair, maintain accurate records, support in training & elearning administration activities, manage daily IT operations and assets and provides enduser technical support.

Key responsibilities

Admin Support (70%)

• Manage visitors and guests, issuance of visitor access cards, handle inbound calls and enquiries
• Manage hotel arrangement for visitors
• Assist with courier arrangement (overseas/local)
• Oversee day-to-day office operations including cleanliness, pantry, office supplies and vendor coordination
• Quarterly replenishment of stationery, grocery, first aid items.
• Raise purchase requisition for non-trade purchases
• Verify non-trade invoices & upload for Accounts processing
• Manage company cars & car leasing related matters (e.g. servicing, repairs, road tax, fines, invoices verification etc)
• Company car key monitoring
• Oversee office maintenance work on cleaning, copier machine, appliances (water dispenser, microwave oven, refrigerator, etc) repair works, decoration
• Assist in training sourcing and coordination
• Assist in e-learning course administration & reporting
• Manage office or company event setup and coordination
• Assist in corporate initiative programmes such as employee engagement survey, innovation programme (AHA!), DE&I, compliance, and etc.
• Manage Annual Workplace 5S exercise
• Manage sourcing and arrangement of festive gift hampers and farewell snacks.
• Weekly collection & distribution of letters from letterbox
• Assist in Fire Drills as a Fire Warden
• Manage name cards, envelopes printing, and company stamp indent
• Assist in other ad hoc duties as assigned

IT Support (30%)

• Provide technical support to end-users on various technical issues and problems relating to end-user devices (e.g., laptop, printer, mobile device, etc) and software such as Microsoft Office and SharePoint
• Manage IT assets following the asset management lifecycle
• Provide technical support and manage IT assets of overseas branch and representative office together with local admin staff
• Manage data protection and cyber security functions and ensure proper security system setup and maintenance
• Maintain IT assets, systems documentation and software licenses.
• Provide technical and administrative support for IT governance and operational initiatives
• Propose and implement information security measures to enhance operational IT functions
• Maintain and update IT policies, controls, and compliance monitoring systems
• Develop and update IT governance frameworks and policies
• Support the day-to-day management of IT infrastructure, systems, and operational processes
• Support and execute IT related Purchase, raise Purchase Request and follow up the payment related matters
• Manage IT training
• Assist in other ad hoc duties as assigned

About you

• Minimum of 2 years of office administration, facilities management or related functions.
• Minimum Diploma in Business Administration or related fields.
• Basic knowledge of IT office concepts.
• Good organizational and time management skills.
• Proactive, adaptable with positive attitude.
• Ability to work independently.
• Good communication skills.
• Meticulous and eye for details.
• Computer literate with Microsoft Excel, Words, PowerPoint.