Administrative Operations Associate

GENERAL FUNCTION

Responsible for the acquisition and payment of company assets, consumables, and services.

Performs other duties as the Business and Regulatory Affairs Manager and Administrative Operations
Supervisor may, from time to time, deem necessary.

DUTIES AND RESPONSIBILITIES

A. Purchasing

1. Sources and accredits suppliers for required purchase or job order
2. Establishes sourcing strategies
3. Closely coordinates with suppliers for office and outlet necessities
4. Strictly reviews the quality of items and all factors involved prior to acquisition
5. Strictly adheres to the set standard criteria in procurement
6. Processes documents and seeks approval for purchases
7. Ensures timely delivery of purchases and ensures documentation of the same
8. Evaluates accuracy of deliveries in terms of quantity, type, and quality
9. Monitors actual expenditures vis-à-vis budgets
10. Observes and reports industry trends as well as mark-ups and markdowns of items
11. Reviews proposals and contracts with suppliers
12. Investigates and reports significant variances in actual expenditures vis-à-vis budgets
13. Identifies cost-cutting initiatives
14. Analyzes acquisition issues and proposes appropriate resolutions for the same

B. Bills and Payments Processing

1. Receives and collates office and outlet billings
2. Prepares and processes payments
3. Ensures timely payment of bills

C. External Parties, Inter- and Intra-Office Coordination

1. Establishes and maintains open lines of communication and strong work relationship with third parties, such as, but not limited to service providers, suppliers, distributors, manufacturers, etc.
2. Provides regular updates on the progress of acquisitions and service applications to superiors and concerned personnel or departments/ units.

D. General Administration

1. Ensures strict implementation of the Business & Regulatory Affairs’ policies and procedures

2. Evaluates effectiveness of the Business & Regulatory Affairs’ system and provides feedback for improvement to the Business and Regulatory Affairs Manager

3. Identifies areas of weakness/ inefficiencies and provides appropriate recommendations for resolving issues

4. Accomplishes all required forms and regular reports relevant to the position in a timely and accurate manner

5. Adheres to all of the company’s administrative policies and procedures, and enforces the same at all times

6. Ensures the positive reflection of the company’s image through appropriate behavior and demeanor in conducting company business

QUALIFICATIONS AND REQUIREMENTS

• At least three (3) years’ experience in a similar position, or adequate experience in conducting administrative tasks, particularly purchasing, as well as coordinating with internal and external parties
• Strong proficiency in Google Suite
• Strong proficiency in Microsoft Office applications
• Excellent organizational and analytical skills
• Adequate planning, scheduling and decision-making skills
• Very good writing, communication, and interpersonal relationship skills
• Excellent in providing administrative and coordinative support
• Keen attention to details
• Excellent record keeping, monitoring, and data reporting skills
• Ability to work and cooperate in a team effort when necessary
• Very good numerical skills
• Excellent negotiation skills

PERSONAL ATTRIBUTES

• Pleasant personality
• High personal integrity
• Values accuracy and efficiency
• Sense of responsibility and accountability
• Results-oriented with a sense of urgency
• High level of initiative and resourcefulness
• Able to multi-task
• Manages stress and pressure well
• Punctual

Job Type: Full-time

Pay: Php20,000.00 - Php25,000.00 per month

Benefits:

• Health insurance
• Life insurance

Work Location: Hybrid remote in Pasig