office Administration officerChamp Cargosystems

Key Responsibilities & Accountabilities
Reports directly to the Managing Director of CHAMP Cargosystems Philippines.
Manage, support, and improve the day-to-day administrative procedures of the CHAMP Cargosystems Philippines office operations.
Oversees the administrative services function of CHAMP Cargosystems Philippines
Coordinates and executes the existing administrative procedures set in place, and suggests process improvements to upper management if necessary
Record management - ensures proper implementation and recording of procurement, vendor management and corporate real estate documentation
Acts primary liaison with government agencies regarding permits and licenses such as business permits, fire inspection certificate, building permits, and other required local licenses
Oversees office facility services and staff, including basic maintenance, IT, sanitation and security services
Receiving and processing communication channels, including email, phone, and physical mail
Creating memos for the Office of the Managing Director as needed
Take charge of all facility management matters such as identifying new office space, fixed asset inventories, office renovation, door access, phone system, printers, installation and relocation etc.
·Primary responsible officer for organizing events, including ordering materials and requisitioning meeting spaces
Manage the asset inventory for admin and facilities.
Ensure all company assets are recorded and all movements are within the agreed process.
Establish and maintain a system with which to receive, log and forward incoming mails, parcels and packages
Manage office leasing activities, space planning or re-design, ocular inspection, etc
Assist in ensuring successful projects related to compliance such as seat-optimization project for onsite-work requirements, listed-asset monitoring, assisting enterprise groups in ascertaining and obtaining required assets, opinions, surveys, list of requirements, proposals, references, and other such items material to maintaining CHAMP Cargosystems Philippines compliance
Establish and maintain a system with which to receive, log and forward incoming mails, parcels and packages
Establish and maintain a system to log key / important correspondence contacts, addresses and emails
Manage office leasing activities, space planning or re-design, ocular inspection, etc
Provides executive assistance to the Managing Director of CHAMP Cargosystems Philippines
Daily Office Operations
Manage the day to day tasks of Admin Assistants / Office Cleaners; source tasks to other resources as needed specially for one-off upkeep such as AC maintenance and repairs, Pest Control activities, etc
Source and establish contacts with vendors and service providers for office upkeep - from design / contractors or builders, vendors for office supplies and pantry supplies, etc
Maintain the cleanliness of the office; maintain that the facilities are in good working condition and are conducive for productive work
Maintain the adequacy of office and pantry, and comfort rooms supplies and plans for re-stocking
Handle procurement related tasks such as sourcing and review of quotation of quotes/tender
Managed the Supplier Lifecycle Management (SLM) on tasks such as vendor's pre-qualification, post-evaluation, record of price/cost data, yearly price review, cost comparison and supplier's offboarding
Create, route, and manage Purchase Orders (PO) and Purchase Requisition (PR)
Spearheading projects relating to general office administration and office facilities management
Hands on day-to-day general administrative and office support duties
Procurement and up-keeping of office stationary and supplies.
Coordinating with couriers for deliveries
Organizing business lunch in when required
Facility, Lease and Landlord Management, including feedback on general property management and coordination among the different parties.
Oversee other logistic matters, like transport, telecommunications, mail/courier services, hospitality for meetings, off-site storage, and asset management.
In charge of the procurement and administration of all office supplies, pantry supplies, assets, inventories as well as maintenance and repair of office equipment.
Coordinate with IT and external vendors to ensure readiness of all IT-related infrastructure
Act as liaison between company and building management as well as office services vendors
·Collaboration with local compliance matters that might arise specific to Data Privacy and GDPR.
Manage and report the compliance of the company in requirements arising out of local authorities' statutory and regulatory guidelines
Accountable for maintenance and renewals of all LGU business permits, processing of registration, renewal permits and licenses to government agencies but not limited to: Bureau of Internal Revenue, Social Security System, Philhealth, Pag-Ibig, DOLE.
Supervise the deployment of office equipment including maintenance of registers for IT equipment & licenses
Implement cross-functional cost savings; support new product development; supply assurance and quality improvements by sourcing, selecting, and partnering with suppliers
Perform all procurement and contracting activities including pre-qualification, tender management, negotiation, and preparation of contracts.
Periodical review and monitor the vendor performance i.e. quality and delivery performance, supplier approved record and supplier qualification.
Lead negotiations with suppliers.
Identify opportunities and implement actions to reduce overall costs
Provide guidance to internal stakeholders to ensure compliance with procurement policy and relevant guidelines/regulations.
Other ad-hoc duties directed by the Managing Director, as and when required
Knowledge / Skills / Abilities
Degree holder or above with major in Business Administration or related discipline preferred
Experience developing internal processes and filing systems
· Strong time-management skills and multitasking ability
Strong computer literacy and proficient in the use of Microsoft Office Suite, including Word, PowerPoint, and Excel, Teams, and business email services such as MS Outlook.
Self-motivated, proactive individual who acts with a sense of urgency is critical
Excellent in interpersonal & communication skills, confident at liaising with senior management and can work effectively in a matrix environment
Must have a strong character of integrity and ability to keep highly confidential information