ADMIN OFFICER

Align Business Corp.; Naga; On-site; PHP 240,000 - 420,000; Full time

Job summary

Align Business Corp. seeks an Administrative Officer to provide essential administrative and clerical support, ensuring smooth office operations under HR and Administration.

You will handle office supplies, scheduling, records, and inquiries, serving as a central contact within the organization. The role covers administrative tasks, building and office operations, and business continuity planning to maintain efficiency and data security across departments.

Qualifications

• Experience providing administrative and clerical support.
• Ability to manage office supplies and maintain records.
• Strong scheduling and travel coordination skills.
• Proficient in handling correspondence and customer service.
• Experience with budgeting, invoicing, and expense tracking.
• Familiarity with maintaining databases and filing systems.

Responsibilities

• Administrative tasks: managing office supplies, records, and correspondence.
• Scheduling meetings and coordinating travel.
• Answering calls, greeting visitors, and providing customer service.
• Maintaining databases and filing systems with data accuracy and security.
• Assisting with budgeting, invoicing, and expense tracking.
• Preparing reports on expenses and budgets.
• Handling internal and external correspondence and communications.
• Coordinating with HR and building management for smooth operations.
• Ensuring compliance with company policies and procedures.
• Overseeing daily office operations and vendor management.

Skills

Administrative Support

Coordination

Communication

Record Keeping

Budgeting & Invoicing

Office Operations

Policy & Compliance

Job description

ADMIN OFFICER

An ADMIN OFFICER's job is toprovide essential administrative and clerical support, ensuring smooth office operations and efficient internal processes under the umbrella of Human Resources and Administration.They handle various tasks like managing office supplies, scheduling meetings, maintaining records, and answering inquiries, serving as a central point of contact within the organization.In essence, the Admin Officer plays a crucial role in ensuring the smooth and efficient operation of an office by managing daily tasks, providing administrative support, and serving as a central point of contact for various inquiries and requests.

KEY RESPONSIBILITIES - ADMIN OFFICER:

• Administrative Support:Managing office supplies, maintaining records, and handling correspondence.
• Coordination:Scheduling meetings, coordinating events, and arranging travel.
• Communication:Answering phone calls, greeting visitors, and providing customer service.
• Record Keeping:Maintaining databases, filing systems, and ensuring data accuracy and security.
• Financial Support & Admin:Assisting with budgeting, invoicing, and expense tracking.
• Reporting:Preparing reports on expenses, budgets, and other relevant information.
• Handling Correspondence: Preparing and distributing memos, reports, and official communications.
• Scheduling and Coordination: Managing appointments, meetings, and travel arrangements for senior management.
• Record Keeping: Organizing and maintaining both electronic and physical filing systems.
• Customer and Employee Support: Acting as a point of contact for employees and clients, addressing inquiries, and ensuring smooth communication.
• Compliance and Policy Enforcement:Ensuring adherence to company policies and procedures
• Managing Office Operations:Overseeing daily administrative tasks, maintaining office supplies, and ensuring a well-organized workspace.
• Other Duties:May include assisting with HR tasks, managing vendors, and implementing new policies.

OFFICE AND BUILDING MANAGEMENT

• Maintenance and Upkeep: Overseeing the overall maintenance and cleanliness of the building, including coordinating with custodial staff and facilities personnel.
• Utility Management: Monitoring and managing utility services like electricity, water, and HVAC.
• Safety and Security: Ensuring adherence to building codes and safety standards, managing building access control, and reporting safety issues.
• Emergency Preparedness: Providing assistance during emergencies, following established protocols, and assisting in evacuations.
• Contractor Management: Coordinating with contractors for major repairs and ensuring the smooth implementation of contracts.
• Record Keeping: Maintaining accurate records of maintenance activities, inspections, and incidents.
• Reporting and Communication: Preparing regular reports for management and communicating effectively with occupants regarding maintenance issues.
• Office Operations: Managing the overall operation of the building, including optimizing space usage, coordinating office relocations, and implementing energy-efficient practices.
• Compliance: Ensuring compliance with relevant zoning, building codes, and other regulations.
• Parqal/Aseana City Coordination and Compliance: Managing and constantly coordinating with the Parqal/Aseana administration to ensure compliance (covering building regulations, billing, repairs, monthly and quarterly meetings, town halls, etc.).

BUSINESS CONTINUITY

This is toensure an organization can continue its operations during and after a disruption.This involves developing and maintaining business continuity and disaster recovery plans, conducting risk assessments, and collaborating with various departments to ensure alignment.They also train staff, coordinate testing, and monitor the effectiveness of the plan.

• Conducting Risk Assessments: Identifying potential threats and vulnerabilities to the organization's operations and assessing the impact of these disruptions.
• Business Impact Analysis (BIA): Analyzing the potential impact of disruptions on key business functions and processes.
• Developing and Implementing Recovery Strategies: Designing and implementing plans for restoring operations and data in the event of a disaster or disruption.
• Testing and Exercising BCPs: Regularly testing the effectiveness of the BCP through drills and exercises to ensure they are functional and effective.
• Training and Awareness: Educating employees on their roles and responsibilities in the BCP and ensuring they are aware of the plan's details.
• Crisis Management: Leading and supporting incident response efforts, including communication with stakeholders and coordinating resources during a crisis.
• Collaboration and Communication: Working with various departments and stakeholders to ensure the BCP is aligned with business needs and effectively implemented.
• Staying Informed: Keeping abreast of industry best practices and emerging threats to continuously improve the BCP and ensure its effectiveness.
• Reporting and Documentation: Maintaining records of all BCP activities, including risk assessments, testing results, and training records.

HEALTH AND SAFETY

As the designated Health & Safety Point of Contact, I am responsible for ensuring compliance with workplace safety standards, addressing employee concerns, and coordinating with management to maintain a safe and healthy environment for all staff.

1. Planning and Implementation:

• Develops and implements safety policies and procedures.
• Creates and updates safety programs to meet regulatory requirements and best practices.
• Ensures compliance with relevant laws and regulations.

2. Risk Assessment and Hazard Identification:

• Identifies potential workplace hazards and risks through inspections and assessments.
• Conducts risk assessments to determine the likelihood and severity of hazards.
• Recommends appropriate control measures to mitigate identified risks.

3. Safety Training and Education:

• Provides safety training to employees on various topics, including hazard identification, emergency procedures, and safe work practices.
• Organizes safety campaigns and promotes a safety-conscious culture.
• Ensures employees are aware of and understand safety procedures.

4. Incident Investigation and Reporting:

• Investigates accidents and incidents to determine root causes and prevent recurrence.
• Prepares incident reports and recommends corrective actions.
• Keeps records of accidents and incidents for analysis and reporting purposes.

5. Safety Inspections and Audits:

• Conducts regular safety inspections to identify hazards and ensure compliance with safety procedures.
• Audits safety programs and procedures to ensure their effectiveness.
• Follows up on corrective actions to ensure they are implemented.

6. Emergency Response:

• Develops and implements emergency response plans.
• Coordinates emergency drills and exercises.
• Ensures employees are prepared to respond to emergencies.

7. Compliance and Monitoring:

• Monitors compliance with safety regulations and procedures.
• Keeps management informed of any safety violations or issues.
• Recommends corrective actions to address non-compliance.

8. Communication and Collaboration:

• Communicates effectively with employees, management, and other stakeholders on safety-related matters.
• Collaborates with other departments to implement safety programs and procedures.
• Provides guidance and support to employees on safety-related issues.

9. Other Duties:

• Maintains accurate records of safety inspections, incidents, and training.
• Stays updated on emerging safety trends and regulations.
• May be responsible for other duties as assigned by management.

OTHERS: Specific Examples of Tasks:

• Ordering office supplies and ensuring adequate stock levels.
• Airline booking
• Creating and maintaining filing systems, both physical and digital.
• Scheduling meetings, booking conference rooms, and managing calendars.
• Answering phone calls, emails, and other inquiries in a professional manner.
• Greeting visitors, directing them to the appropriate person, and providing general assistance.
• Preparing reports, presentations, and other documents as needed.
• Managing company databases and ensuring data integrity.
• Assisting with HR tasks, such as coordinating interviews and onboarding new employees.
• Managing correspondence, including letters, emails, and packages.