Administrative Specialist

Meta Capital Inc Ph; Makati; Presencial; PHP 300.000 - 420.000; Jornada completa

Descripción de la vacante

Meta Capital Inc Ph is hiring for a Facilities & Admin role in Metro Manila. The position oversees reception, facilities operations, and executive support, serving as the main contact for visitors, executives, vendors, and internal stakeholders.

The role requires handling calendar management, confidential deal flow, and coordination of building-related requirements, with a focus on discretion and professional conduct.

Formación

• Bachelor's degree in Business Administration, Hospitality Management, Office Administration, or a related field.
• Two to three years of front-office reception, administrative support, or corporate facilities operations experience.
• Experience in financial services, investment banking, legal, venture capital, or professional services is preferred.
• Exceptional executive presence and corporate etiquette for an institutional investment firm.
• Excellent verbal and written English communication, with professional telephone and email manners.
• Proficiency in Google Workspace, Microsoft Office Suite, and calendar management systems.
• Strong organisational and multitasking skills with high confidentiality.

Responsabilidades

• Conduct daily walkthroughs of the office, reception area, boardrooms, and executive pantry to verify cleanliness and presentation.
• Coordinate permits and building requirements with the Property Management Office, including gate passes and air-conditioning extensions.
• Coordinate repairs, maintenance, fixtures, electrical systems, and office electronics for managed properties.
• Monitor inventory of office supplies, pantry provisions, and printing materials; manage reordering within budget.
• Manage courier services, registered mail, confidential financial packages, and notarized documents.
• Support organisation of corporate events, partner meetings, town halls, and internal activities.
• Consolidate vendor billings and prepare payment requests for Finance approval.
• Maintain filing systems for administrative contracts, permits, lease agreements, and warranties.
• Provide administrative and scheduling support to the Facilities & Admin Manager and executives.
• Welcome investors and visiting executives with discretion and professionalism.
• Coordinate visitor registration, security passes, and parking validations.
• Manage boardroom calendars and ensure rooms are prepared with required tech and refreshments.
• Coordinate property-related interventions with Property Management Offices across assets.

Conocimientos

Front-office reception

Administrative support

Facilities operations

Executive presence

English communication

Organisational skills

Discretion

Service orientation

Financial services familiarity

Educación

Bachelor's degree in related field

Herramientas

Google Workspace

Microsoft Office

Calendar management software

Descripción del empleo

About the role

Support the smooth, professional, and secure operation of Meta Capital's corporate workplace. This role serves as a key point of contact for visitors, executives, vendors, property management offices, and internal stakeholders while overseeing facilities administration, office logistics, reception, and executive support.

Key responsibilities

• Conduct daily walkthroughs of the office, reception area, boardrooms, and executive pantry to verify cleanliness, equipment functionality, and presentation standards.

• Coordinate permits and building requirements with the Property Management Office, including permits to work, gate passes, and air-conditioning extensions.

• Coordinate repairs, routine maintenance, preventive maintenance, office fixtures, electrical systems, and office electronics for handled properties.

• Monitor inventory of office supplies, stationery, pantry provisions, and corporate printing materials, and manage reordering within budget.

• Manage incoming and outgoing courier services, registered mail, confidential financial packages, and notarized documents.

• Support the organisation of corporate events, quarterly partner meetings, executive town halls, and internal office activities.

• Consolidate and cross-check vendor billings for utilities, building dues, pantry supplies, and courier services, and prepare payment requests for Finance approval.

• Maintain accurate digital and physical filing systems for administrative contracts, building permits, lease agreements, and warranty documentation.

• Provide administrative and scheduling support to the Facilities & Admin Manager and executive leadership.

• Welcome investors, institutional partners, board members, and visiting executives with discretion and professionalism.

• Coordinate visitor registration, security access passes, and parking validations in line with building management policies.

• Manage corporate boardroom calendars and ensure meeting rooms are prepared with the required technology and refreshments.

• Coordinate property-related interventions with Property Management Offices across assets managed by Meta Capital Inc.

What we're looking for

• Bachelor's degree in Business Administration, Hospitality Management, Office Administration, or a related field.

• Two to three years of experience in front-office reception, administrative support, or corporate facilities operations.

• Experience in financial services, investment banking, legal, venture capital, or professional services is preferred.

• Exceptional executive presence, poise, and corporate etiquette suitable for an institutional investment firm.

• Excellent verbal and written English communication skills, with professional telephone and email manners.

• Proficiency in Google Workspace, Microsoft Office Suite, and calendar management systems.

• Strong organisational and multitasking skills, with close attention to detail and the ability to remain composed in a fast-paced corporate environment.

• High standards of confidentiality and discretion when handling deal flow, investor visits, and proprietary financial discussions.

• A trustworthy, passionate, and service-oriented approach to workplace and executive support.