Admin Manager

TRUSTERA SOLUTIONS INC; Makati; On-site; PHP 201,000 - 312,000; Full time

Job summary

TRUSTERA SOLUTIONS INC is seeking an organized Administrative Assistant to provide comprehensive support to executives and departments in Metro Manila. You will manage calendars, coordinate meetings, prepare communications, and maintain records and policies to ensure efficient office operations.

The role involves coordinating with suppliers, overseeing PhilGEPS registrations and regulatory filings, handling petty cash, and supporting HR and accounting team activities, while delivering timely

Responsibilities

• Administrative Support: Provide administrative and operational support to executives and senior management.
• Appointment Scheduling: Coordinate and manage appointments, schedules, and other official engagements as needed.
• Meeting Coordination: Arrange meetings, prepare agendas and materials when required, and document accurate minutes of meetings.
• Business Communication: Prepare and distribute emails, memoranda, notices, forms, and other official communications.
• Policies and Records: Maintain and update office policies, procedures, administrative records, and related documentation.
• Office Supplies and Procurement: Coordinate with suppliers, monitor inventory, and facilitate the procurement of office supplies, equipment, and other administrative requirements.
• PhilGEPS Coordination: Monitor and coordinate PhilGEPS registration, accreditation, account maintenance, and related requirements, and assist in the preparation, submission, and monitoring of government procurement-related documents and transactions as required.
• Petty Cash and Liquidation: Process petty cash requests and monitor liquidation and submission of complete supporting documents.
• Visitor and Client Support: Assist and provide appropriate support to visitors, clients, business partners, and guests.
• Interdepartmental Coordination: Coordinate with various departments to facilitate the implementation of activities and ensure timely dissemination of information.
• Compliance and Regulatory Filings: Monitor and coordinate the timely renewal of local government permits and licenses, including city permits, and facilitate corporate compliance filings and reportorial requirements with the Securities and Exchange Commission (SEC), PhilGEPS, and other relevant regulatory agencies.
• HR Monitoring and Support: Monitor the progress of ongoing HR activities and requirements and provide administrative assistance to HR when necessary, particularly in ensuring continuity of essential HR matters.
• Accounting Monitoring and Coordination: Monitor the progress of ongoing Accounting activities and requirements, coordinate with the Accounting team for updates, and follow up on pending matters as necessary. This responsibility does not include performing Accounting functions.
• Management Reporting: Regularly report the status and progress of HR, Accounting, administrative, compliance, PhilGEPS, and other assigned matters to higher management, particularly the Director and General Manager, including pending requirements, delays, issues, and matters requiring management attention.

Job description

Key Responsibilities

• Administrative Support: Provide administrative and operational support to executives and senior management.

• Appointment Scheduling: Coordinate and manage appointments, schedules, and other official engagements as needed.

• Meeting Coordination: Arrange meetings, prepare agendas and materials when required, and document accurate minutes of meetings.

• Business Communication: Prepare and distribute emails, memoranda, notices, forms, and other official communications.

• Policies and Records: Maintain and update office policies, procedures, administrative records, and related documentation.

• Office Supplies and Procurement: Coordinate with suppliers, monitor inventory, and facilitate the procurement of office supplies, equipment, and other administrative requirements.

• PhilGEPS Coordination: Monitor and coordinate PhilGEPS registration, accreditation, account maintenance, and related requirements, and assist in the preparation, submission, and monitoring of government procurement-related documents and transactions as required.

• Petty Cash and Liquidation: Process petty cash requests and monitor liquidation and submission of complete supporting documents.

• Visitor and Client Support: Assist and provide appropriate support to visitors, clients, business partners, and guests.

• Interdepartmental Coordination: Coordinate with various departments to facilitate the implementation of activities and ensure timely dissemination of information.

• Compliance and Regulatory Filings: Monitor and coordinate the timely renewal of local government permits and licenses, including city permits, and facilitate corporate compliance filings and reportorial requirements with the Securities and Exchange Commission (SEC), PhilGEPS, and other relevant regulatory agencies.

• HR Monitoring and Support: Monitor the progress of ongoing HR activities and requirements and provide administrative assistance to HR when necessary, particularly in ensuring continuity of essential HR matters.

• Accounting Monitoring and Coordination: Monitor the progress of ongoing Accounting activities and requirements, coordinate with the Accounting team for updates, and follow up on pending matters as necessary. This responsibility does not include performing Accounting functions.

• Management Reporting: Regularly report the status and progress of HR, Accounting, administrative, compliance, PhilGEPS, and other assigned matters to higher management, particularly the Director and General Manager, including pending requirements, delays, issues, and matters requiring management attention.