Admin Specialist

Hexagon Group of Companies; Philippines; On-site; PHP 279,000 - 390,600; Full time

Job summary

Hexagon Group of Companies in the Philippines is seeking an Office Administrator to manage administrative support activities and facilitate efficient operations. Key duties include scheduling appointments, overseeing inventory management, coordinating travel arrangements, and maintaining relationships with vendors. The ideal candidate should hold a Bachelor’s Degree in finance or business and possess 1-2 years of related experience in administrative roles. This position offers an engaging environment for a proactive and organized individual.

Qualifications

• 1-2 years of working experience in general administrative works in the related industry.

Responsibilities

• Schedules appointments, meetings, and room reservations.
• Ensures facilities are clean and in good condition.
• Resolves administrative problems and queries.
• Supervises workload of Security Guard and Utility.
• Conducts monthly, quarterly, and annual inventory.

Skills

Administrative support

Inventory management

Vendor negotiation

Travel coordination

ISO documentation

Education

Bachelor’s Degree in finance or business course

Job description

Responsible for a wide range of administrative and office support activities for the department and/or managers and supervisors to facilitate the efficient operation of the organization.

DUTIES & RESPONSIBILITIES

Office Admin

• Schedules appointments, meetings, and reservations of rooms as needed.
• Ensures that facilities are clean and in good operating condition.
• Complies with all safety and health regulations.
• Resolves administrative problems and queries.
• Supervises the tasks and workload of the Security Guard and Utility.
• Active participation in office management, including handling general clerical tasks.
• Completes administrative duties, such as filling out forms and reporting maintenance status.
• Responds to emergency calls for maintenance and repairs.
• Works with and maintains relationships with contracted vendors and business partners.
• Maintains physical and digital filing systems.

Inventory Management

• Conducts monthly, quarterly, and annual inventory.
• Manage office equipment and supplies.
• Ensuring office supplies are maintained at an adequate level at all times.
• Coordinate and negotiate with vendors to avail cost-effective services.
• Purchase and canvass items, as needed.

Transportation / Travel Management

• Coordinates and manages travel arrangements including transportation and accommodations.
• Works with and maintains relationships with contracted vendors and business partners.
• Coordinate with Group Management related to car plan.
• Monitors car plans and ensures proper preventive maintenance, servicing, and repair of all office vehicles for top performance and safe operating conditions.

ISO / Others

• Suggests and finds ways to improve administrative processes.
• Manage and maintain ISO-related documents.
• Conduct special projects and other administrative functions as assigned.

MINIMUM QUALIFICATIONS:

• Bachelor’s Degree in finance or business course
• At least 1-2 years of working experience in general administrative works in related industry