Administrative Officer

XP Ventures, OPC; Quezon City; On-site; PHP 446,000 - 625,000; Full time

Job summary

A leading firm in Metro Manila is seeking an Administrative Officer to manage office operations with a focus on administrative support and logistics. Responsibilities include overseeing inventory, financial disbursements, recruitment, and ensuring compliance with regulatory standards. Ideal candidates should possess a degree in Business Administration, extensive experience in administration, logistics, and HR, and strong communication skills in English and Filipino. This role offers an opportunity to contribute to a structured and efficient office environment.

Qualifications

• Minimum of three years of experience in administration, logistics, and HR support.
• Strong understanding of office administration procedures and records management.
• Familiarity with HR information systems (HRIS) is advantageous.
• Proficiency in Microsoft Office Suite; ability to handle confidential information discreetly.
• HRIS familiarity is an advantage.

Responsibilities

• Ensure a well-maintained and professional office environment.
• Monitor, control, and maintain office inventory and supplies.
• Assist in the disbursement of funds and vendor payments.
• Lead the recruitment process from posting to candidate communication.
• Manage end-to-end order processes for client and internal orders.
• Arrange travel logistics for staff.
• Order Processing: End-to-end processing of client and internal orders.
• Delivery & Shipment Coordination: Schedule and monitor deliveries; coordinate with couriers.
• Vendor & Client Liaison: Communicate order status with vendors/clients.
• Travel Logistics: Arrange travel for staff.

Skills

Highly organized and proactive problem-solver

Excellent communication skills in English and Filipino

Proficient with Microsoft Office Suite

Confidentiality

Interpersonal skills

Education

Bachelor's degree in Business Administration or related field

Tools

HRIS familiarity

Job description

Qualifications and Skills

• Education: Bachelor's degree in Business Administration, Management, or a related field
• Experience: A minimum of three (3) years of proven experience in a role with significant responsibilities in administration, logistics, and HR support
• Knowledge: Strong understanding of office administration procedures, procurement, supply chain basics, and fundamental HR functions. Experience with records management is essential
• Core Competencies: Highly organized and proactive problem-solver with excellent communication (English and Filipino) and interpersonal skills. Must be proficient with Microsoft Office Suite, capable of managing multiple priorities, and able to handle confidential information with complete discretion
• Functional Knowledge: Strong understanding of office administration procedures, procurement, supply chain basics, and fundamental HR functions. Experience with records management is essential, and familiarity with HR information systems (HRIS) is an advantage

Position Overview

The Administrative Officer is responsible for the comprehensive management of office operations, with a strong focus on administrative support, essential human resources functions, and logistics management. This role ensures the office runs efficiently by managing inventory, overseeing financial disbursements, leading recruitment efforts, and coordinating the logistics of client and office orders to guarantee timely processing and delivery.

Responsibilities

A. Administrative and HR Support

• Office Administration: Ensure a well-maintained, fully equipped, and professional office environment. Serve as the primary contact for building administration, utilities, and general maintenance. Manage all incoming communications (calls, mail, emails), support meeting and visitor requirements, and ensure compliance with all relevant regulatory and governmental bodies
• Inventory Management: Monitor, control, and maintain an accurate inventory of all office assets, equipment, and supplies
• Financial Support: Assist in the proper disbursement of funds, including processing payments for vendors, managing petty cash, and ensuring timely liquidation of expenses in compliance with company policies
• Procurement: Handle the procurement of office supplies, equipment, and services. This includes sourcing suppliers, obtaining quotes, and processing purchase orders
• Recruitment Support: Lead the office's recruitment process, including posting job openings, screening resumes, scheduling interviews, and communicating with candidates
• HR Administration: Organize and maintain confidential HR records and personnel files (201 files) for all employees, ensuring all documentation is up-to-date and secure. Assist in the onboarding process for new hires

B. Logistics Management

• Order Processing: Manage the end-to-end process for both client and internal office orders, ensuring accuracy from order entry to final processing
• Delivery and Shipment Coordination: Plan, schedule, and monitor all incoming and outgoing deliveries. Liaise with courier services and logistics partners to ensure timely and efficient shipment of goods
• Vendor and Client Liaison: Act as a key point of contact for logistics-related inquiries from both vendors and clients, providing updates on order status and delivery schedules
• Travel Logistics: Arrange and coordinate all travel logistics for staff, including bookings for flights, accommodations, and transportation

Additional Notes

• Representation costs for external meetings and activities shall be reimbursed
• All expenses to be reimbursed should be properly documented and processed