HR & ADMIN SPECIALIST

Silverlens Galleries; Philippines; On-site; PHP 320,000 - 520,000; Full time

Job summary

Silverlens Galleries is seeking an organized and proactive HR & Admin Specialist to support day-to-day office administration, building and facilities management, vendor coordination, purchasing, repairs and maintenance, and HR administration of the company.

The role will work closely with employees, suppliers, contractors, building management, and the HR & Admin Manager to ensure smooth and efficient office operations.

Qualifications

• Bachelor's degree in HR, Psychology, Business Administration, Office Administration, or related field.
• 2–3 years of experience in HR, office or facilities administration.
• Experience in vendor coordination, purchasing, office supplies, facilities, repairs and maintenance is a plus.
• Proficient in Microsoft Office and/or Google Workspace (Excel/Sheets).
• Strong organizational, communication, documentation, and coordination skills.
• Ability to handle confidential information with discretion.

Responsibilities

• Handle day-to-day office and building administration.
• Coordinate with building management, contractors, suppliers, and service providers.
• Oversee repairs, maintenance, renovations, and facility improvements.
• Monitor and follow up on repair requests and completion.
• Maintain records of repairs, maintenance activities, service agreements, and warranties.
• Assist in maintaining a clean, safe, organized workplace.
• Process purchase requests and deliveries.
• Purchase and monitor office supplies, pantry supplies, cleaning materials.
• Maintain supplier, purchasing, quotation, invoice, and delivery records.

Skills

Vendor coordination

Organizational skills

Communication

Documentation

Coordination

Multitasking

Proactive

Confidentiality handling

Education

Bachelor's degree in HR, Psychology, Business Administration, Office Administration, or related field

Tools

Microsoft Office

Google Workspace

Excel/Sheets

Job description

About the role

We are looking for an organized and proactive HR & Admin Specialist to support the day-to-day office administration, building and facilities management, vendor coordination, purchasing, repairs and maintenance, and HR administration of the company. The role will work closely with employees, suppliers, contractors, building management, and the HR & Admin Manager to ensure smooth and efficient office operations.

Key responsibilities

• Handle day-to-day office and building administration requirements.

• Coordinate with building management, contractors, suppliers, and service providers.

• Coordinate office repairs, maintenance, renovations, and facility improvements.

• Monitor repair and maintenance requests and follow up on completion.

• Maintain records of repairs, maintenance activities, service agreements, and warranties.

• Assist in maintaining a clean, safe, organized, and functional workplace.

• Request and compare quotations for supplies, repairs, maintenance, and services.

• Process and monitor purchase requests and deliveries.

• Purchase and monitor office supplies, pantry supplies, cleaning materials, and maintenance items.

• Maintain supplier, purchasing, quotation, invoice, and delivery records.

About you

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

• At least 2–3 years of experience in HR, office administration, facilities administration, or a similar role.

• Experience in vendor coordination, purchasing, office supplies, facilities, repairs and maintenance is an advantage.

• Basic knowledge of Philippine Labor Code, DOLE regulations, and HR practices.

• Proficient in Microsoft Office and/or Google Workspace, particularly Excel or Google Sheets.

• Strong organizational, communication, documentation, and coordination skills.

• Detail-oriented, proactive, resourceful, and able to handle multiple tasks.

• Able to work effectively with employees, suppliers, contractors, and building administration.

• Able to handle confidential information with discretion.