admin Support specialist | office-basedDeployed Philippines, Inc.

∙ Housekeeper Schedule Monitoring and Cascading tasks
Schedule roster, assign tasks efficiently, end results and timeline monitoring on a daily basis
Signing and confirming Daily Time Record is accurate.
Office Supplies, Inventory and Disposal
Maintaining office records and documentations (Weekly, Monthly, Quarterly Report)
Prepare requisitions, orders and payment request approval
Day to Day and Weekly monitoring and reporting of office supplies and equipment inventory check and identification if working properly, needs repair and replacement (Office, Pantry, Kitchen, Toiletries, Chairs, Printers, TV, tables, Air conditioning, Fans, Air purifiers, C02 level device, Housekeeping tools)
Weekly report of office equipment (In-use, broken, for replacement, for repair) Day to day basis reporting if critical state.
Track and record orders, receive orders, and document arrivals receiving copies, cascading to necessary departments in writing.
Ensure all released equipment and supplies has a receiving copy o Submit an updated monitoring report with Timeliness, Accuracy,
Completeness and Traceability on a weekly basis.
Office Management, Safety and Security, Facilities and Preventive Maintenance
Coordinate office operations activities to Operations Manager and Admin Support
Identify, control, provide resolution and take action, record and report office / workplace hazards as corrective action or as a preventive action on a day to day to weekly basis.
Conference Rooms Calendar Schedule and booking o Office equipment Preventive maintenance reporting, escalation, and provide resolution, scheduling of repairs, and status report (Aircon, Pest Control, Carpet, Biometrics, CCTV, electrical and internet connections, kitchen, housekeeping tools).
Address employee concerns, issues, complaints and provide solutions immediately.
On-boarding employees admin tasks arrangements (i.e office supplies - starter kits, chairs, logistics arrangements for remote work)
Maintaining office records and documentations
Ensure fire extinguishers are in place and not expired
Lead fire, earthquake drills and bomb threat drills
Take a lead in giving information to employees about Basic health and safety.
Take a lead in guiding the employees where to go in cases of emergencies and disasters
Ensure emergency lights are working properly
Facility check, give immediate response (if necessary) report those that are need repairs and escalation to Admin Support, Operations manager, IT support and or the building admins as needed on a daily basis (Aircon, Exit doors, Electrical and , elevators, conference rooms, TV's, kitchen equipment, housekeeping tools)
Ensure keys are available when needed
Contributes to team effort by accomplishing related results as needed o Other admin tasks that may be assigned from time to time
∙Purchasing / Procurement
Take purchase requests from Admin / IT / HR / Finance Department or per client requests
Get price quotes/proposal from suppliers
Contacting suppliers to schedule deliveries or to discuss shortages or missed deliveries
Discovering beneficial to company - suppliers and negotiating to secure advantageous terms
Finalize purchase details of orders and deliveries
Estimate and establish cost parameters and budgets for purchases o Create and maintain good relationships with vendors/suppliers o Make professional decisions in a fast-paced environment
Maintain records of purchases, pricing, and other important data such as following finance processes in reporting, submission timelines and matching Purchase Order records to Sales Invoices o Ensure that the products and supplies are high quality
Determine the lowest cost for products or materials
Review and analyse all vendors/suppliers, supply, and price options o Develop plans for purchasing equipment, services, and supplies o Negotiate contracts and costs
Maintain and update the list of suppliers and their qualifications, delivery times, and potential future development
Maintain suppliers contact list
Accredit suppliers and providers due diligence is in place prior ordering items by getting their latest Business Permits, BIR 2303, Sample Office Receipts, SEC/ DTI Registration, GIS and latest Financial Statement
Submit an updated monitoring report with TACT and within the TAT. o Contributes to team effort by accomplishing related results as needed o Other tasks that may be assigned from time to time.
∙ Logistics
This task supports procurement deliveries and Internal IT hardware deliveries for remote employees during the pandemic.
The task includes communicating with employees, intercommunications with IT and HR and for any possible logistics arrangements requests, booking through e-commerce partners, monitoring or tracking until completely signed off or received by end to end parties.
Events Planning
Arrange food, schedule, setup and assist HR in logistics (Monthly Birthday, CSR Activity, Company Outing, Team Lead / Round Table Meeting, Anniversaries, Client requests, Admin / HR Monthly Awareness Program, Employee incentives arrangement, and hampers)
Any other assistance that may be needed from time to time
Client Visits / Services on backend support
Arrange and monitoring of car pick up and drop off (Hotels and Airport) o Welcome gift preparation
Make sure clients are well taken care of while inside the premises (Assist in ordering meals, team lunch, and restaurant bookings)
Other backend support for Special Projects of the Admin Ops Team from time to time i.e Government Compliance campaigns
Government Compliance (Business Permit ) backend support filing OSH Training and First Aid Training Certificates (Good to have)
3 to 5 years of related work experience
Problem-solving skills
Must be organized, accurate, thorough and able to monitor work for quality ∙ Must be dependable and reliable
Must be able to communicate clearly, both written and orally
Must be able to monitor work for quality
Must be able to follow instructions and respond to management direction
Must be able to send reports and take action on tasks with Timeliness, Accuracy, Completeness and Traceability (TACT)
Associate / Supervisor Administration and Coordination BPO 1 opening Bachelor's degree graduate
Deployed Philippines Inc is a non traditional BPO company servicing New Zealand and Australian clients. We provide remote staffing services for Banking and Insurance, IT and communication, HR and payroll. Our clients are small and medium sized businesses with specific needs. The company provide high quality solutions in diverse business areas. We focuses on integrated end-to-end outsourcing and delivery of result-oriented benefits to our clients through cost effective support, productivity and process reengineering.We value all our employees and treat each role as important to the company. This type of relationship helps us achieve our goals and move to the next level.If you are striving to reach your full potential and have good strong work ethics we are the company you are looking for.
Kalibrr

Pasig City, Metro Manila
Permanent
Full-time