Administrative Officer

Vertex Trading Technologies OPC; Makati; On-site; PHP 335,000 - 446,000; Full time

Job summary

Vertex Trading Technologies OPC is seeking an Administrative Officer to provide comprehensive office support, ensure cleanliness and orderly operations, and coordinate with executives, suppliers and departments.

The role covers facilities upkeep, purchases and travel bookings, and general administrative duties, with a focus on efficient day-to-day office functioning and reporting. This position is based in Makati, Philippines and involves liaising with local and international suppliers as needed.

Responsibilities

• Oversee cleanliness and maintenance of office facilities, meeting rooms and common areas.
• Coordinate with vendors, contractors, and service providers for maintenance, repairs and services.
• Manage purchases, stock, and travel bookings for employees and management.
• Prepare and maintain administrative records, reports, and monitoring sheets.
• Submit quotations via PHILGEPS to obtain project contracts and commissions.
• Coordinate project quotations through PHILGEPS to increase awarded projects and commissions.

Job description

The Administrative Officer provides administrative and office support to ensure the cleanliness, orderliness, and smooth day-to-day operations of the office. The role coordinates with the Executives, suppliers, contractors, 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 / e-meeting requirements, and other facilities-related arrangements as needed.

2. Purchases and Travel Bookings

• Consolidate and review office and project 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 Executives & 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.
• Submit quotations via PHILGEPS to obtain project contracts and earn commission.
• Manage the quotation submission process in PHILGEPS to win projects and contribute to commission-based revenue.
• Coordinate and submit project quotations through PHILGEPS to increase awarded projects and commissions.