Office Administration & Executive Support Supervisor

MSC Mediterranean Shipping Company; Makati; On-site; PHP 469,000 - 714,000; Full time

Job summary

MSC Mediterranean Shipping Company seeks an Office Administration & Executive Support Supervisor in Manila. This role ensures efficient office operations, facilities safety, reception excellence, and robust executive support to the Managing Director.

The role covers facilities management, visitor experience, travel arrangements, and event coordination, with oversight of drivers and vendor relationships. Strong English and MS Office skills are essential for success.

Qualifications

• Bachelor’s degree in a related field is required.
• 3–5 years in office administration, facilities management, or executive support, with supervisory exposure.
• Experience in facilities, reception, vendor, and office services management across multiple projects.
• Proven ability in executive support: meeting coordination, reporting, presentations, and document management.

Responsibilities

• Oversee daily facilities upkeep and office presentation to ensure a professional workplace.
• Lead reception, visitor management, conference room setup, and hospitality services.
• Provide executive support including meeting packs, reports, and action tracking.
• Coordinate travel, hotel, and meeting logistics for staff and visitors.
• Manage drivers and transportation needs, including timetables and cost control.
• Support office events and visits, ensuring timely communications and smooth operations.

Skills

Facilities Management

Reception Management

Executive Support

Vendor Management

Travel Arrangements

Budget Monitoring

Microsoft Office

English Communication

Education

Bachelor's degree in Business Administration, Management, Human Resources Management, or a related field

Tools

Microsoft Office Suite

Excel

PowerPoint

Word

Outlook

Event/Facility Management Tools

Job description

MSC Mediterranean Shipping Company (MSC), is a global business engaged in the shipping sector. As one of the worlds leading container shipping and logistics companies, MSC operates in more than 155 countries with a global network of offices, vessels, and dedicated professionals connecting businesses and communities across continents.

Founded in 1970, MSC is built on strong values of long-term relationships, trust, and entrepreneurial spirit. Our people are at the heart of everything we do, working together to deliver reliable, innovative logistics solutions that support global commerce.

Joining MSC means becoming part of a truly global organization committed to excellence, collaboration, and shaping the future of sustainable shipping.

About the Role

The Office Administration & Executive Support Supervisor is responsible for ensuring the efficient operation, safety, presentation, and administration of the MSC Philippines Manila office. The role oversees facilities management, reception services, visitor experience, and executive administrative support to the Managing Director. The position ensures a professional and well‑organized workplace while supporting management effectiveness through coordination, reporting, and administrative assistance.

Responsibilities

1. Facilities Management

• Oversee daily upkeep of office and site facilities to ensure a consistently professional appearance and positive visitor / staff experience.
• Manage work plans and delegation of duties for office maintenance staff (2 FTEs)
• Ensure availability and adequate stock levels of office supplies, pantry supplies, and hospitality items.
• Coordinate preventive maintenance and repair works for building systems, equipment, furniture, and utilities.
• Manage third-party vendors, contractors, and service providers for maintenance, security, housekeeping, and technical services.
• Monitor facility budgets, operational expenses, and service contracts.
• Ensure compliance with health, safety, fire, and environmental regulations.
• Conduct regular facility inspections and recommend improvements for efficiency and workplace experience.

2. Office Reception Management

• Serve as the primary point of contact for all visitors, clients, suppliers, and guests, ensuring a professional and welcoming experience at all times.
• Manage reception activities, including visitor registration, access control, guest passes, and adherence to office security procedures.
• Operate the main telephone line, screen and direct calls, and take messages as appropriate.
• Coordinate meeting room bookings and ensure meeting facilities are prepared and presentable for internal and external meetings.
• Arrange refreshments, catering, and hospitality services for visitors, customer meetings, management meetings, and company events.
• Coordinate courier services, incoming and outgoing mail, deliveries, and distribution of correspondence.
• Maintain visitor logs, reception records, and office contact directories.
• Escalate facility, security, or visitor-related issues promptly to the relevant departments.

3. Executive Support

• Maintain action tracker for management meetings and key initiatives.
• Consolidate monthly management reports and presentations.
• Follow up with department heads on outstanding actions and deadlines.
• Prepare briefing materials, presentations, and meeting packs for management meetings.
• Coordinate executive appointments, customer meetings, and visiting executives.
• Process business expense reports and supporting documentation.
• Coordinate signatures, approvals, and document circulation.

4. Travel, Events & Executive Visit Coordination

• Coordinate travel arrangements for employees of MSC Philippines and visitors.
• Arrange hotel accommodations, transportation, itineraries, and meeting logistics.
• Support regional and global executive visits.
• Organize office events and management functions as required.

5. Fleet, Transportation, and Driver Administration

• Coordinate the day‑to‑day activities and work schedules of company drivers to ensure efficient transportation support for management, employees, visitors, and company operations.
• Coordinate vehicle assignments, transport requests, and driver deployment based on business requirements and operational priorities.
• Monitor driver attendance, overtime, leaves, trip logs, fuel consumption, mileage reports, and vehicle utilization records
• Ensure drivers comply with company policies, safety standards, traffic regulations, and defensive driving practices.
• Coordinate vehicle preventive maintenance, repairs, renewals of registrations, insurance policies, permits, and other statutory requirements.
• Review and verify transportation-related expenses, including fuel, toll, parking, and maintenance costs.

6. Perform such other duties as may be assigned or delegated by the company from time to time.

Key Experience & Qualifications

• Bachelor's degree in Business Administration, Management, Human Resources Management, or a related field.
• Minimum 3-5 years of relevant experience in office administration, facilities management, executive support, or a similar role, preferably with supervisory experience.
• Proven experience in facilities, reception, vendor, office services management, and multiple projects simultaneously
• Experience providing executive support, including meeting coordination, reporting, presentations, action tracking, and document management.
• Good knowledge of Microsoft Office applications, particularly Excel, PowerPoint, Word, and Outlook, and event/facility management tools
• Strong English communication skills, with the ability to work effectively with internal and external stakeholders.
• Excellent organization, planning, and time management.
• Strong communication and interpersonal skills.
• High level of professionalism, discretion, and confidentiality.
• Good problem‑solving and decision‑making abilities.
• Strong attention to detail and accuracy.
• Effective vendor and stakeholder management.
• Proactive, adaptable, and results oriented.