Office ManagerBonsey Jaden Philippines Inc

The Role
As an Office Manager you will be responsible for efficient functioning of an office through a range of administrative, financial and HR tasks. You'll work closely with the General Manager, HR and Operations Department.
Key Responsibilities
Office Management & Operations
Oversee day-to-day operations of BJ Philippines office, ensuring smooth operation and providing administrative support across all departments.
Responsible for activities related to security, rental and office administration
Liaise with senior management on local business matters such as client and supplier contracts and negotiations.
The role will be reporting to the local general manager in office management function.
Manage all incoming mail and allocate it to the appropriate person.
Maintain office services and efficiency by organizing office operations and procedures, designing and implementing necessary administrative systems
Ensure office supplies are well managed - from copy paper, stationeries, to pantry supplies - liaising with vendors as required
Liaise with the building management as required on facilities
Support all employees in arranging domestic and international travel including flight and hotel bookings, allocating all costs to the relevant client / job numbers.
Maintain a good and harmonious relationship with the administrative staff of external stakeholders (such as but not limited to Coworking Space and Building Administrators)
Human Resources
Lead local recruitment, retention, termination and support the business's regional requirements as necessary.
Manage and maintain employee documentation including offer of employment, leave administration, performance reviews, and other documentation related to employee mobility
Ensuring all new employees have all necessary documentation / paperwork / hardware in place on joining including items such as computer (and all software and logins) office pass and allocated desk space
Create Personnel 201 files with original signed documents while providing copies of all documents to the employees
Monitor and administer leave management reports. Provide immediate insight into anomalies that you might have with the GM and HR. Other tasks that have a direct relevance on payroll, attendance, and leave management. Issue NTEs for attendance abuses and infractions.
Support all relevant HR initiatives and policies including organizing induction programs for new employees
Manage the offboarding process to retrieve the Company ID, HMO Card, equipment and notify the Regional IT Administrator to deactivate applicable access to Company platforms
Liaise with the health insurance provider to ensure all staff are correctly covered - informing them in a timely fashion of all new staff joining, and those leaving, and ensuring we have the necessary credit notes for those who leave. Liaise with the insurance provider on claims administration and payment as and when required
Ensure all HR requirements are fulfilled within the local markets
The role will require coordination and reporting to the regional Head of HR
Maintain the confidentiality of all vital company, operations, finance, and employee information shared with the Office Manager to only the people who are allowed access to such information
Finance
Coordinate with the Finance Manager on all finance matters including payroll, employees allowances, claims and employee health insurance
Work with the finance team, maintain and manage the petty cash float for necessary purchases, including reconciliation of the account and necessary receipts
Add to, and remove, any staff member from the payroll in a timely fashion
Key Qualities We Look For
Prior experience with tracking of company finance processes and HR policies would be an advantage
Must demonstrate the ability to manage multiple tasks and time well especially under pressure.
Must be able to confidently and effectively communicate verbally with the staff in the company.
Strong interpersonal skills, a positive attitude and the ability to thrive in a collaborative agency environment with multi-disciplinary teams.
Excellent command of the spoken and written English Language.
Meticulous attention to details and organization.
Amazing ability to self-organise and prioritise activities and responsibilities.
Proactive problem-solving ability.
Candidates with a minimum of 1 year of relevant experience in the administrative or HR field within an advertising agency, interactive, multimedia or web advertising industry is preferred but not a requirement.
Entry Level / Junior, Apprentice Administration and Coordination Marketing / Advertising / Sales 1 opening Bachelor's degree graduate
ABOUT USBonsey Jaden is a digital agency with footprints in Singapore, Philippines, Thailand, Malaysia, Indonesia, Vietnam, and Australia. We are a team of young and hungry digerati totalling more than 130 globally. We offer services ranging from go-to-market strategy, digital branding, social media, campaign production, public relations to website development and data analysis. We believe that brands have destiny and every digital activity must help build the brand positioning, identity and vision. When it comes to building brands, we know it's not about the biggest ideas or the loudest media. As digital brand architects, we see ourselves not just as advertisers but as brand builders.
Kalibrr

Taguig City, Metro Manila
Permanent
Full-time