Office Administrative Assistant

MSC Mediterranean Shipping Company; Philippines; On-site; PHP 180,000 - 300,000; Full time

Job summary

MSC Mediterranean Shipping Company in the Philippines Manila office seeks an Office Reception Executive to ensure efficient operation, safety, presentation, and administration. You will oversee facilities management, reception services, visitor experience, and provide executive administrative support to the Managing Director.

Responsibilities include managing visitors, calls, meeting room bookings, coordinating travel and events, and supporting coordination, reporting, and documentation.

Qualifications

• Bachelor's degree in Business Administration, Hospitality, or related field.
• 1-2 years of experience in office administration or facilities management.
• Experience providing executive support, including meeting coordination and reporting.
• Proven ability to manage multiple projects, vendors, and office services.
• Strong English communication skills.
• Proficiency with Microsoft Office (Excel, PowerPoint, Word, Outlook) and event/facility tools.

Responsibilities

• Office Reception Management: greet visitors, manage calls, and coordinate access control.
• Travel, Events & Executive Visit Coordination: arrange travel, hotel, itineraries, and visits.
• Perform other duties as assigned by the company.

Skills

Office admin

Executive support

Vendor management

English communication

Education

BA in Business Admin

Tools

Microsoft Office Suite

Event management tools

Job description

About the Company

MSC Mediterranean Shipping Company (MSC), is a global business engaged in the shipping sector. As one of the world's 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 Reception Executive 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. 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.

2. 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.

3. 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, Hospitality, or a related field.
• Minimum 1-2 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.

Key Competencies & Skills

• 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.