Admin Officer - Pasay City

Acestar International Service Corp.; Pasay; On-site; PHP 279,000 - 469,000; Full time

Job summary

Acestar International Service Corp. is seeking an Admin Officer in Pasay, Metro Manila, Philippines. The role focuses on overseeing administrative functions across freight forwarding, shipping, and logistics teams, ensuring accurate documentation, records, and compliance with internal controls.

The Admin Officer will supervise administrative staff, coordinate with operations, and support billing, customer inquiries, and regulatory requirements to maintain smooth business processes.

Qualifications

• Experience in overseeing administrative operations within freight forwarding/shipping environments.

Responsibilities

• Oversee daily administrative activities supporting freight forwarding and shipping operations.
• Ensure filing, encoding, and maintenance of shipment and customer records.
• Develop organized systems for documents and controls; monitor workflows for efficiency.
• Coordinate with operations and other departments; supervise administrative staff.

Job description

Admin Officer

Industry: Freight Forwarding / Shipping / Logistics
Department: Administration / Operations Support
Reports To: Operations Manager / Branch Manager / General Manager

Job Summary

The Admin Officer is responsible for overseeing the company’s administrative functions and providing effective support to freight forwarding, shipping, logistics, and operations teams. The position ensures that administrative processes, documentation, records, coordination, billing support, customer requirements, and internal controls are completed accurately, efficiently, and on time.

The role requires strong coordination skills and a good understanding of freight and shipping operations, particularly the documentation and administrative requirements associated with import, export, domestic and international shipments.

The successful candidate will supervise administrative staff, coordinate with operations and other departments, maintain accurate records, monitor deadlines, resolve administrative issues, and ensure compliance with company policies and applicable shipping and regulatory requirements.

Key Responsibilities

1. Administrative Operations

• Manage and oversee daily administrative activities supporting freight forwarding and shipping operations.
• Ensure timely processing, filing, encoding, and maintenance of shipment and customer records.
• Develop and maintain organized systems for physical and electronic documents.
• Monitor administrative workflows and identify opportunities to improve efficiency.
• Prepare internal reports, summaries, trackers, and administrative documentation.
• Ensure proper control and confidentiality of company and customer information.

2. Freight & Shipping Documentation

• Oversee administrative processing of shipping and freight-related documents, including booking confirmations, commercial invoices, packing lists, bills of lading, delivery documents, permits, certificates, and other shipment-related records.
• Coordinate with operations teams to ensure complete and accurate documentation before shipment milestones and cut-off times.
• Monitor document submission deadlines and follow up on missing or incomplete requirements.
• Maintain accurate shipment files and documentation for audit and reference purposes.
• Coordinate with internal teams regarding documentation discrepancies or corrections.

3. Team Supervision & Leadership

• Supervise, coach, and support administrative staff.
• Assign workloads and monitor staff productivity and performance.
• Establish daily priorities and ensure deadlines are met.
• Conduct regular team meetings and provide operational updates.
• Train new employees on administrative procedures, documentation standards, company policies, and systems.
• Provide performance feedback and recommend appropriate development or corrective actions when necessary.
• Promote teamwork, accountability, professionalism, and customer-focused service.

4. Coordination with Operations

• Work closely with Freight Operations, Customer Service, Documentation, Customs, Warehouse, Transportation, Finance, and Sales teams.
• Coordinate administrative requirements for import, export, domestic, air freight, sea freight, and other logistics activities.
• Follow up on shipment status, required documents, approvals, and operational deadlines.
• Assist in resolving shipment-related administrative issues and discrepancies.
• Escalate urgent or critical concerns to management promptly.

5. Customer & Vendor Coordination

• Assist in responding to customer inquiries related to documentation, shipment requirements, billing documents, and administrative concerns.
• Coordinate with shipping lines, airlines, trucking providers, brokers, agents, warehouses, and other logistics partners when required.
• Ensure professional and timely communication with customers and business partners.
• Monitor pending requests and ensure proper follow-through.

6. Billing & Administrative Finance Support

• Coordinate with Finance or Accounting regarding billing documentation and supporting shipment records.
• Ensure required documents are complete before submission for billing or collection.
• Monitor administrative charges, documentation, and other shipment-related supporting records as applicable.
• Assist in resolving discrepancies between operational records, customer documents, and billing information.

7. Compliance & Internal Controls

• Ensure administrative processes comply with company policies, SOPs, contractual requirements, and applicable shipping regulations.
• Maintain proper documentation for internal and external audits.
• Monitor document retention and filing requirements.
• Ensure appropriate authorization and approval procedures are followed.
• Immediately report potential compliance, documentation, fraud, or operational risks to management.

8. Reporting & Process Improvement

• Prepare daily, weekly, and monthly administrative and operational support reports.
• Monitor KPIs such as documentation accuracy, turnaround time, pending transactions, error rates, and team productivity.
• Identify recurring administrative issues and recommend corrective actions.
• Develop or improve SOPs, checklists, templates, trackers, and administrative controls.
• Support management in implementing process improvements and digitalization initiatives.

Key Performance Indicators (KPIs)

• Accuracy and completeness of shipping documentation
• Timely completion of administrative requirements
• Documentation error and correction rate
• Team productivity and attendance
• Compliance with company SOPs and regulatory requirements
• Timely submission of reports and records
• Customer and internal stakeholder satisfaction
• Reduction of administrative delays and errors
• Proper document filing and record management
• Successful implementation of process improvements