Office Administrator

Private Advertiser; Makati; On-site; PHP 335,000 - 614,000; Full time

Benefits offered by this job

Competitive salary package

Professional development opportunities

Exposure to HR, compliance, legal, and

Operational exposure

Job summary

Private Advertiser in the Philippines is seeking a capable Administrative Assistant to support day-to-day operations across departments, coordinate with suppliers, prepare essential documents, and assist with HR onboarding and governance tasks.

The role requires strong organizational and communication skills, MS Office proficiency, and the ability to handle confidential information in a fast-paced environment. A competitive team awaits in a professional setting.

Qualifications

• Bachelor’s degree in Business Administration, Human Resources, Management, or related field.
• Experience in office administration, HR support, payroll coordination, compliance, and government processing.
• Knowledgeable in government compliance requirements including BIR, SEC, SSS, PhilHealth, Pag-IBIG, and related regulatory processes.
• Familiar with processing working visas and immigration-related requirements.
• Strong organizational, communication, and interpersonal skills.
• Proficient in Microsoft Office applications including Excel, Word, Outlook, Teams, and other office productivity tools.
• Highly organized, detail-oriented, and able to multitask in a fast-paced environment.

Responsibilities

• Support day-to-day administrative and operational functions and coordinate across departments.
• Coordinate with suppliers, service providers, building administration, and external partners regarding office requirements, repairs, maintenance, and procurement.
• Prepare reports, letters, certifications, and other company documents as required by management and regulatory agencies.
• Handle clerical and administrative tasks including records management, filing, email correspondence, document preparation, and monitoring office supplies.
• Assist in attendance monitoring, leave tracking, onboarding requirements, and other HR-related administrative tasks.
• Support employee engagement activities and workplace initiatives that promote a positive and collaborative working environment.
• Assist in addressing employee concerns and facilitate proper communication and coordination between teams.
• Monitor office inventory, procurement requests, and replenishment of office and operational supplies.
• Maintain confidentiality and proper handling of sensitive company and employee information at all times.

Skills

Strong organizational skills

Communication skills

Interpersonal skills

Discretion with confidential info

MS Office proficiency

Education

Bachelor's degree in Business Administration / HR / Management

Tools

Microsoft Office

Job description

Key Responsibilities

Administrative Operations

• Support the day-to-day administrative and operational functions of the company and ensure smooth coordination across departments.
• Coordinate with suppliers, service providers, building administration, and external partners regarding office requirements, repairs, maintenance, and procurement.
• Prepare reports, letters, certifications, and other company documents as required by management and regulatory agencies.
• Handle clerical and administrative tasks including records management, filing, email correspondence, document preparation, and monitoring office supplies.
• Assist in attendance monitoring, leave tracking, onboarding requirements, and other HR-related administrative tasks.
• Support employee engagement activities and workplace initiatives that promote a positive and collaborative working environment.
• Assist in addressing employee concerns and facilitate proper communication and coordination between teams.
• Monitor office inventory, procurement requests, and replenishment of office and operational supplies.
• Maintain confidentiality and proper handling of sensitive company and employee information at all times.

Hiring and Onboarding

• Assist in recruitment and onboarding activities including coordination of pre-employment requirements, onboarding documents, and orientation schedules.
• Support new employees during onboarding to ensure smooth integration into the company's culture, policies, and work processes.
• Help maintain organized employee records and onboarding documentation.

Compensation and Benefits

• Assist in payroll processing and benefits administration, ensuring accurate computation and timely release of salaries and employee benefits.
• Handle employee reimbursements, petty cash, cash advances, and other finance-related administrative transactions.
• Assist in monitoring company expenses and maintaining accurate operational and financial records.
• Ensure timely processing and submission of mandatory government contributions and reports including SSS, PhilHealth, and Pag-IBIG.
• Manage and maintain government agency online portals and records to ensure updated employee and company information.
• Coordinate with banks and financial institutions regarding payroll processing and company transactions.

Compliance and Operational Support

• Monitor and manage the renewal and compliance of business permits, licenses, and other regulatory requirements.
• Coordinate with government agencies such as BIR, SEC, SSS, PhilHealth, Pag-IBIG, Immigration, and local government units regarding company requirements and compliance matters.
• Assist in the preparation and submission of compliance requirements, audit documents, and tax-related records.
• Support budgeting, bookkeeping coordination, and monitoring of operational expenses.
• Coordinate and assist in the processing of working visas, Alien Employment Permits (AEP), tourist visas, and other immigration-related requirements.
• Liaise with external legal counsel, consultants, auditors, government offices, and service providers regarding operational and compliance concerns.
• Maintain organized records of permits, licenses, contracts, and compliance-related documents for monitoring and future reference.

Qualifications

• Bachelor's degree in Business Administration, Human Resources, Management, or a related field.
• With experience in office administration, HR support, payroll coordination, compliance, and government processing.
• Knowledgeable in handling government compliance requirements including BIR, SEC, SSS, PhilHealth, Pag-IBIG, business permits, and related regulatory processes.
• Familiar with processing working visas, Alien Employment Permits (AEP), tourist visas, and immigration-related requirements.
• Strong organizational, communication, and interpersonal skills.
• Ability to handle confidential information with professionalism and discretion.
• Proficient in Microsoft Office applications including Excel, Word, Outlook, Teams, and other office productivity tools.
• Highly organized, detail-oriented, and able to multitask in a fast-paced environment.

Benefits

• Competitive salary and benefits package
• Opportunities for professional development and career growth
• Exposure to HR, compliance, legal, and operational functions
• Supportive, collaborative, and professional working environment