School Admin (Manila Campus)

Stacktrek Enterprise Inc.; Manila; On-site; PHP 167,000 - 279,000; Full time

Benefits offered by this job

13th Month Salary

Paid Time Off (PTO)

Government Mandatory Benefits

Job summary

Stacktrek Enterprise Inc. in Manila invites applications for an Administrative Staff to support campus operations.

This on-site role assists the Training Manager, Trainers, and Trainees by preparing training documents, coordinating logistics, and maintaining orderly records. The successful candidate will manage documentation, attendance, certifications, and communications with government agencies as needed, while ensuring data protection and confidentiality.

Qualifications

• Excellent communication, organizational, and time management skills.
• Strong analytical and problem-solving abilities; ability to think critically.
• Ability to handle multiple tasks and work under pressure.
• Knowledgeable in basic office tools (Microsoft Office, Google Workspace, Printers, Filing Systems and other productivity software).

Responsibilities

• Participate in weekly syncs with the Training Manager to align on schedules, materials, and operational updates.
• Provide support to trainers and trainees in both onsite and online classes regarding documentation, including preparing materials, coordinating schedules, and guiding trainees through processes.
• Prepare and organize required training documents prior to each class (attendance sheets, COUs, evaluation forms, certificates, annexes, billing folders, and other supporting documents).
• Maintain accurate and complete training records for all training sessions.
• Ensure all materials and files comply with data protection and confidentiality policies.
• Track all documents sent to or received from different partners and government agencies, ensuring accurate logging and safekeeping.
• Coordinate with the Remote Registrar and Remote Learner Follow-Up Staff to ensure correct and timely submission of required training documents to the designated partner and to complete the information of trainees with missing or incomplete requirements.
• Liaise and coordinate with government agencies and personnel, representing the organization professionally to submit and collect documents and address clarifications.
• Coordinate with Maintenance Staff regarding onsite issues observed to identify repairs needed.
• Prepare daily updates and weekly summaries for the Training Manager regarding attendance issues, documentation issues, and trainer concerns.
• Ensure all training supplies are stocked and organized.
• Assist in preparing materials for orientations, demos, meetings, and assessments.

Skills

Communication

Organizational skills

Time management

Analytical thinking

Problem solving

Multitasking

Tools

Microsoft Office

Google Workspace

Printers

Filing Systems

Productivity software

Job description

Job Title: Administrative Staff
Work Setup: On-site
Location: San Miguel, Manila
Industry: IT & Education
Employment Type: Full Time
Reports to: Admin & Training Team

The Administrative Staff ensures the smooth and efficient day-to-day operations of our campus. This role will provide administrative support to the Training Manager, Trainers, and Trainees, and is responsible for preparing training documents, coordinating logistics, and ensuring training sessions run efficiently. The position is critical in maintaining organized records, compliance, and quality training delivery.

Duties and Responsibilities

Administrative Support

• Participate in weekly syncs with the Training Manager to align on schedules, materials, and operational updates.
• Provide support to trainers and trainees in both onsite and online classes regarding documentation, including preparing materials, coordinating schedules, and guiding trainees through processes.
• Prepare and organize required training documents prior to each class (attendance sheets, COUs, evaluation forms, certificates, annexes, billing folders, and other supporting documents)

Document Management

• Maintain accurate and complete training records for all training sessions.
• Ensure all materials and files comply with data protection and confidentiality policies.
• Track all documents sent to or received from different partners and government agencies, ensuring accurate logging and safekeeping.

Coordination and Communication

• Coordinate with the Remote Registrar and Remote Learner Follow-Up Staff to ensure correct and timely submission of required training documents to the designated partner and to complete the information of trainees with missing or incomplete requirements.
• Liaise and coordinate with government agencies and personnel, representing the organization professionally to submit and collect documents and address clarifications.
• Coordinate with Maintenance Staff regarding onsite issues observed to identify repairs needed.

Reporting and Updates

• Prepare daily updates and weekly summaries for the Training Manager regarding attendance issues, documentation issues, and trainer concerns.

General Administration

• Ensure all training supplies (paper, printer ink, pens, markers, folders, envelopes) are stocked and organized.
• Assist in preparing materials for orientations, demos, meetings, and assessments.
• Receive and log incoming mails and important documents, and ensure timely distribution to relevant personnel.
• Maintain professionalism when representing the organization to partners and government agencies.

Requirements

• We are open to candidates with little to no experience who are eager to learn and grow with our team. Background in School/Office Administration is a plus.
• Excellent communication, organizational, and time management skills.
• Strong analytical and problem-solving skills, with the ability to think critically and make sound judgements.
• Ability to handle multiple tasks and work under pressure.
• Knowledgeable in basic office tools (Microsoft Office, Google Workspace, Printers, Filing Systems and other productivity software)
• Amenable to work with a team and independently with minimal supervision.
• Ability to maintain confidentiality and handle sensitive information with discretion.

Nice to Haves

• Familiarity with permit processing and regulatory compliance.
• Background in working with government agencies or regulated industries.

Benefits

• 13th Month, PTO, Government Mandatory Benefits