Admin Officer

Kenram Palmoil Industries, Inc.; Isulan; On-site; PHP 300,000 - 420,000; Full time

Job summary

Kenram Palmoil Industries, Inc. is seeking an Administrative Officer to supervise the Administration Department, ensure efficient office operations, facilities upkeep, employee management, and security services, and coordinate ISO 9001:2015 QMS activities.

The role emphasizes document control, internal audits, CAPA, compliance with labor laws, and continuous improvement, with strong leadership and communication skills required.

Qualifications

• Thorough knowledge of office administration, facilities management, and administrative support services.
• Knowledge of ISO 9001:2015 QMS requirements, documentation, and implementation.
• Proficiency in document control, records management, and quality documentation.
• Strong understanding of internal auditing basics, CAPA, and continuous improvement.
• Familiarity with labor laws, safety regulations, and company policies.
• Proficient with Microsoft Office and document management systems.
• Ability to prepare reports, analyze data, and plan administratively.
• Leadership and people management capabilities.
• Excellent verbal and written communication, with high attention to detail.

Responsibilities

• Supervise day-to-day administrative operations, ensuring efficient services and policy compliance.
• Oversee maintenance, cleanliness, beautification, and security of facilities.
• Supervise security personnel and coordinate security operations.
• Coordinate administrative functions and provide timely support to departments.
• Maintain ISO 9001:2015 QMS and ensure compliance with processes and procedures.
• Manage creation, review, approval, distribution, revision, and retention of controlled documents.
• Coordinate internal quality audits and CAPA activities with QMR and Internal Auditors.
• Promote ISO-related training and continuous improvement initiatives.
• Prepare administrative and ISO-related reports and monitor performance.
• Monitor permits, certificates, registrations, and licenses for compliance.

Skills

Office Administration

QMS ISO 9001:2015

Document Control

Internal Auditing

CAPA

Labor Law Compliance

Microsoft Office

Report Writing

Data Analysis

Leadership & People Management

Communication Skills

Attention to Detail

Tools

Microsoft Office

Document Management Systems

Job description

About the role

The Administrative Officer supervises the overall functions of the Administration Department, including office administration, facility and mill beautification, employee management, and security services. This role coordinates administrative and clerical activities, ensures the efficient delivery of support services, and administers and maintains the company's ISO 9001:2015 Quality Management System by coordinating with the Lead Quality Management Representative (QMR) and Internal Auditors.

Key responsibilities

• Supervise the day-to-day administrative operations of the company, ensuring the efficient delivery of administrative services and compliance with company policies and procedures
• Oversee the maintenance, cleanliness, beautification, and security of company facilities, offices, and premises to provide a safe, organized, and productive work environment
• Supervise security personnel and coordinate security operations to safeguard company assets, employees, and visitors while ensuring compliance with established security protocols
• Coordinate administrative and clerical functions, manage office resources, and ensure the timely provision of administrative support to all departments
• Oversee the implementation, maintenance, and continual improvement of the ISO 9001:2015 Quality Management System (QMS) by ensuring compliance with documented processes, standards, and company procedures
• Ensure the proper creation, review, approval, distribution, revision, and retention of controlled documents and records in accordance with ISO requirements and document control procedures
• Coordinate internal quality audits, monitor corrective and preventive actions, and work closely with the Lead QMR and Internal Auditors to ensure compliance with ISO standards and regulatory requirements
• Promote quality awareness by coordinating ISO-related training, providing guidance to process owners, and supporting continuous improvement initiatives across the organization
• Prepare administrative and ISO-related reports, monitor departmental performance, and recommend process improvements to enhance operational efficiency and quality management
• Monitor and coordinate permits, certificates, registrations, and licenses to ensure compliance with all governing agencies

About you

• Thorough knowledge of office administration, facilities management, and administrative support services
• Knowledge of ISO 9001:2015 Quality Management System (QMS) requirements, documentation, and implementation
• Proficiency in document control, records management, and quality documentation
• Knowledge of internal auditing principles, corrective and preventive actions (CAPA), and continuous improvement processes
• Familiarity with applicable labor laws, occupational safety and health regulations, and company policies
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, and Outlook) and document management systems
• Strong report preparation, data analysis, and administrative planning skills
• Leadership and people management capabilities
• Strong verbal and written communication skills
• Attention to detail, accuracy, integrity, and accountability