Operations Executive

Private Advertiser; Santo Niño 1st; On-site; PHP 350,000 - 520,000; Full time

Job summary

Private Advertiser in the Philippines is seeking an Operations Executive to provide structured administrative and operational support across the organization. You will help manage day-to-day office operations, documentation, and coordination with internal and external stakeholders to ensure policy compliance and efficiency.

The role requires highly organized, proactive individuals with strong attention to detail, the ability to handle multiple tasks, and experience supporting cross-functional

Qualifications

• Diploma or Degree in Business Administration, Management, or related disciplines.
• Minimum 5 years of relevant administrative or operations executive support experience.
• Experience in healthcare or medical devices environment is a plus.
• Strong organizational, analytical, and problem-solving skills.
• Ability to work independently with minimal supervision.
• Excellent communication and stakeholder management skills.
• Proficient in Microsoft Office and enterprise systems.

Responsibilities

• Provide comprehensive administrative support to management and business units.
• Maintain accurate documentation, records, and reports per company standards.
• Prepare reports, summaries, and internal documentation as required by management.
• Manage filing systems (physical and digital) to ensure accessibility and traceability.
• Coordinate with internal departments, vendors, and external partners to ensure smooth operations.
• Support cross-functional communication and timely task completion.
• Assist in coordinating meetings, schedules, and operational updates.
• Support HR functions including onboarding coordination, document preparation, attendance tracking, and general HR administration.
• Assist finance team with invoice processing, purchase orders, payment follow-ups, and basic reconciliation.
• Provide administrative and coordination support for operational activities.
• Manage office administration, facilities maintenance, vendor coordination, and asset tracking.
• Coordinate procurement: sourcing, quotations, and purchase tracking; monitor supplies.
• Assist in monitoring compliance with policies and procedures; support audits.
• Support process improvements and workflow enhancements.
• Perform ad-hoc assignments and support new initiatives and system implementations.

Skills

Organizational skills

Analytical thinking

Problem solving

Communication

Stakeholder management

Education

Business Administration / Management degree

Tools

Microsoft Office

ERP systems

Job description

The Operations Executive is responsible for providing structured administrative and operational support across the organization. This role ensures smooth day-to-day office operations, accurate documentation management, effective coordination with internal and external stakeholders, and adherence to company policies and procedures.

The ideal candidate is highly organized, detail-oriented, proactive, and capable of supporting cross functional operations in a dynamic and fast-paced environment.

Administrative & Operational Support -

• Provide comprehensive administrative support to management and business units.
• Maintain accurate documentation, records, and reports in line with company standards.
• Prepare reports, summaries, and internal documentation as required by management.
• Manage filing systems (physical and digital) to ensure accessibility and traceability.

Coordination & Stakeholder Management:-

• Coordinate with internal departments, vendors, and external partners to ensure smooth operations.
• Support cross-functional communication and follow-ups to ensure timely task completion.
• Assist in coordinating meetings, schedules, and operational updates.

HR, Finance & Operations Support :-

• Support HR functions including onboarding coordination, document preparation, attendance tracking, and general HR administration.
• Assist finance team with invoice processing, purchase orders, payment follow-ups, and basic reconciliation support.
• Provide administrative and coordination support for operational activities.

Office Administration & Procurement :-

• Manage office administration, including facilities maintenance and vendor coordination.
• Track and maintain company assets and inventory records.
• Coordinate procurement processes, including sourcing, quotation comparison, and purchase tracking.- Monitor office supplies and ensure timely replenishment.

Compliance & Governance :-

• Assist in monitoring compliance with company policies and operational procedures
• Ensure proper documentation and adherence to internal control standards.
• Support audit preparation and documentation requirements when necessary.
• Ensure compliance with internal policies and operational guidelines.
• Process Improvement - Support process improvements and workflow enhancements.
• Review existing administrative processes and recommend efficiency improvements.
• Assist in implementing structured systems to improve documentation accuracy and operational effectiveness.

Ad-Hoc & Special Projects :-

• Perform ad-hoc assignments and special projects as directed by management.
• Support new initiatives, system implementations, and operational rollouts when required
  

Requirements & Qualifications

• Diploma or Degree in Business Administration, Management, or related disciplines
• Minimum 5 years of relevant administrative or operations executive support experience, preferably in a corporate or MNC environment
• Experience working in healthcare or medical devices environment will be added advantage
• Strong organizational, analytical, and problem-solving skills
• Ability to work independently with minimal supervision
• Demonstrated initiative and ownership mindset
• Strong communication and stakeholder management skills
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook), experience with enterprise systems is an advantage
• High level of professionalism, discretion, and attention to detail