Administrative Officer

Newtrends International Corporation; Makati; On-site; PHP 279,000 - 424,000; Full time

Job summary

Newtrends International Corporation in Makati, Philippines is seeking an HR-Administrative Assistant to support day-to-day operations, coordinate with suppliers, and manage purchases and travel bookings. The role requires strong organizational and communication skills and the ability to handle multiple tasks in a fast-paced office environment.

Responsibilities include facilities upkeep, coordinating with service providers, and providing general administrative support to HR & Administration.

Qualifications

• Bachelor's degree in Human Resources, Business Administration, Office Administration, or a related field.
• At least 4 years of relevant experience.
• Good organizational, coordination, communication, and interpersonal skills.

Responsibilities

• Facilities upkeep and general services: monitor cleanliness, orderliness, and maintenance; coordinate with personnel and contractors; manage room setup and equipment.
• Purchases and travel bookings: consolidate requests, prepare purchase requests, monitor inventory, and coordinate flight/hotel bookings; maintain travel documents.

Skills

Organizational skills

Coordination

Communication

Interpersonal skills

Multitasking

Detail-oriented

Independent work

Service-oriented

Education

Bachelor's degree in HR / Business Admin / Office Admin

Tools

Microsoft Office

Job description

Job Summary

The HR-Administrative Assistant provides administrative and office support to ensure the cleanliness, orderliness, and smooth day-to-day operations of the office. The role coordinates with utility personnel, suppliers, travel agencies, and different departments to address office requirements, manage purchases and travel bookings, and provide general administrative support.

Key Responsibilities

1. Facilities Upkeep and General Services

• Monitor the cleanliness, orderliness, and proper maintenance of office facilities, including work areas, common areas, pantry, and meeting rooms.

• Coordinate and monitor the daily assignments, attendance, punctuality, and performance of utility personnel.

• Ensure the availability of cleaning materials, pantry supplies, and other common-use items.

• Coordinate with manpower/service providers regarding relievers, attendance, performance, and other concerns.

• Monitor and report facility, maintenance, and equipment concerns; coordinate with building administration, contractors, and service providers for necessary action.

• Manage conference room scheduling and ensure meeting areas are clean, organized, and properly equipped.

• Coordinate room setup, meeting requirements, and other facilities-related arrangements as needed.

2. Purchases and Travel Bookings

• Consolidate and review office and pantry supplies requests from different departments.

• Prepare purchase requests or coordinate with Purchasing and suppliers regarding quotations, availability, and delivery schedules.

• Monitor supplies inventory, conduct regular stock checks, and maintain records of items received, issued, and replenished.

• Handle local and international flight and hotel bookings for employees and management.

• Review travel requests and secure required approvals before processing bookings.

• Coordinate with accredited travel agencies for complex travel arrangements.

• Communicate booking confirmations and travel documents to concerned employees or requesters.

• Maintain organized records of travel bookings, expenses, invoices, receipts, and other supporting documents.

3. Administrative Support

• Assist HR & Administration with day-to-day administrative requirements and departmental requests.

• Prepare and maintain administrative records, reports, monitoring sheets, and other documents.

• Prepare Item Journal and ensure accurate recording of transactions.

• Allocate recurring credit card expenses to appropriate cards

• Ensure timely payment and replenishment of credit card limits.

• Monitor administrative expenses and maintain proper documentation of transactions.

• Maintain organized files and records of administrative activities.

• Coordinate with suppliers, contractors, building administration, and external service providers as needed.

• Perform other related administrative tasks and duties assigned by the immediate supervisor.

Qualifications

• Bachelor's degree in Human Resources, Business Administration, Office Administration, or a related field.

• At least 4 years of relevant experience.

• Good organizational, coordination, communication, and interpersonal skills.

• Able to manage multiple requests and priorities effectively.

• Detail-oriented and proficient in Microsoft Office applications, particularly Excel, Word, and Outlook.

• Can work independently and coordinate effectively with different departments and external suppliers.

• Service-oriented, reliable, and responsive to administrative concerns.