Onsite Administration Supervisor

Job Title: Onsite Administration Supervisor
Company: TeleCure Medical and Diagnostic Center
Location: Blk 1 Lot 33 Springfields Residences, Brgy. Longos, City of Malolos, Bulacan
Employment Type: Full-time
Experience Level: Intermediate / Mid-level
Schedule: Flextime, 8 hour shift, Monday to Saturday

COMPANY OVERVIEW
At TeleCure, we are committed to making quality healthcare more accessible and convenient for every Filipino. What began as a pandemic response has grown into a healthcare organization focused on delivering accessible, affordable, and patient-centered primary healthcare through integrated medical, pharmacy, laboratory, radiology, and digital services. Join our growing team and be part of a company that combines compassion, operational excellence, and technology to improve the healthcare experience for the communities we serve.

ROLE OVERVIEW
Reporting to the Onsite Operations Manager. The Onsite Administration Supervisor is responsible for overseeing the administrative, workforce, financial, logistical coordination, and resource management functions supporting TeleCure's onsite healthcare operations, including health caravans, corporate medical services, school-based healthcare activities, and community health programs. The position ensures that onsite activities are adequately staffed, properly budgeted, appropriately supplied, and supported by accurate administrative documentation and efficient internal coordination. The Onsite Administration Supervisor oversees personnel scheduling, attendance monitoring, manpower planning, budget preparation, supply requests, procurement coordination, administrative reporting, and resource utilization. The role works closely with the Onsite Operations Supervisor, Supply Chain Department, Human Resources, Finance, and other operational units to ensure that all administrative requirements are completed before, during, and after onsite activities. The position is accountable for maintaining administrative readiness, resource efficiency, workforce accountability, and compliance with TeleCure's operational policies.

KEY RESPONSIBILITIES

1. Workforce Administration and Scheduling
   ● Prepare and coordinate manpower requirements for upcoming onsite activities.
   ● Manage staff scheduling, duty assignments, and deployment rosters in coordination with the Onsite Operations Manager.
   ● Monitor employee attendance, tardiness, absences, overtime, and other workforce records.
   ● Verify timesheets and attendance records for endorsement to Human Resources and Payroll.
   ● Coordinate manpower requests, relievers, part-time personnel, and staffing adjustments.
   ● Monitor personnel productivity and compliance with administrative policies.
   ● Maintain updated records of onsite personnel assignments and deployment history.

2. Budget Planning and Financial Administration
   ● Prepare proposed operational budgets for health caravans and onsite activities.
   ● Monitor approved budgets, expenses, cash advances, reimbursements, and liquidations.
   ● Coordinate budget requests and disbursements with Finance and Treasury.
   ● Review event-related administrative expenses and identify opportunities for cost efficiency.
   ● Ensure timely submission of expense reports and supporting financial documents.
   ● Monitor budget variances and report significant discrepancies to the Onsite Operations Manager.

3. Supplies and Resource Planning
   ● Determine administrative supply requirements based on confirmed event schedules, expected patient volume, and service requirements.
   ● Prepare and monitor supply requests for medicines, medical consumables, diagnostic materials, office supplies, and other operational resources.
   ● Coordinate procurement and stock availability with the Supply Chain Department.
   ● Monitor the status of supply requests and ensure requirements are communicated before scheduled deployments.
   ● Coordinate with the Events Operations Supervisor regarding the timely availability and release of required materials.
   ● Monitor reported consumption, shortages, wastage, and inventory discrepancies.

4. Administrative Documentation and Records
   ● Maintain accurate records of event schedules, staffing assignments, supply requests, budgets, expense reports, and operational documentation.
   ● Ensure completeness of administrative forms, deployment authorizations, attendance records, and supporting documents.
   ● Organize and maintain departmental files and electronic records.
   ● Coordinate submission of required documents to Human Resources, Finance, Supply Chain, and other departments.
   ● Ensure administrative records are accurate, traceable, and readily available for audit and management review.

5. Interdepartmental Coordination
   ● Coordinate administrative requirements with Human Resources, Finance, Treasury, Supply Chain, Medical Records, Clinic Operations, and other relevant departments.
   ● Work closely with the Key Accounts Coordinator regarding confirmed events, projected patient volume, and service requirements.
   ● Coordinate with the Events Operations Supervisor regarding staffing, supplies, budgets, and administrative readiness.
   ● Facilitate timely communication of changes affecting manpower, resource allocation, or event schedules.
   ● Escalate unresolved administrative concerns to the Onsite Operations Manager.

6. Administrative Compliance and Process Improvement
   ● Ensure implementation of approved administrative SOPs and company policies.
   ● Monitor compliance with attendance, payroll, procurement, budgeting, liquidation, and documentation procedures.
   ● Identify administrative bottlenecks and recommend process improvements.
   ● Participate in internal audits and corrective action initiatives.
   ● Develop standardized administrative tools, trackers, checklists, and reporting systems.

7. Performance Monitoring and Reporting
   ● Prepare regular reports on manpower utilization, attendance, staffing costs, budget utilization, supply requests, and administrative performance.
   ● Monitor operational resource efficiency and identify recurring administrative issues.
   ● Recommend improvements in workforce planning, cost control, and administrative processes.
   ● Support the Onsite Operations Manager in departmental planning and performance evaluation.

QUALIFICATIONS & REQUIREMENTS
Education: Bachelor's degree in Business Administration, Operations Management, Healthcare Administration, Human Resource Management, or a related field.
Experience: Experience in administrative supervision, workforce coordination, budgeting, or operations support is preferred.
Skills & Attributes:
● Strong organizational, scheduling, and resource planning skills.
● Familiarity with attendance systems, payroll coordination, procurement processes, and budget monitoring.
● Proficiency in spreadsheets, reporting tools, and administrative information systems.
● Strong interpersonal communication, coordination, and problem-solving skills.
● Ability to manage multiple event requirements and deadlines simultaneously.

BENEFITS & PERKS
Health & Wellness: Free General Practitioner consultations, Annual Physical Exams, flu vaccinations, and exclusive discounts on medical and diagnostic services for employees and their immediate family.
Pharmacy Discounts: Enjoy exclusive employee discounts on groceries, generic medicines, and branded medicines at TeleCure Pharmacy.
Allowances & Statutory Benefits: Receive a regular monthly rice subsidy and 13th-month pay in accordance with applicable law and company policy.
Paid Time Off: Enjoy paid Vacation Leave, with applicable unused credits convertible to cash at year-end, Sick Leave, and paid Birthday Leave.
Career Development: Grow professionally through company-sponsored seminars, training opportunities, and one-on-one career coaching sessions with the CEO.

APPLICATION PROCESS
Interested candidates may submit their updated resume/CV to:
Email: [email protected]
Please use 'Application – Onsite Administration Supervisor' as the email subject.

EQUAL OPPORTUNITY
TeleCure Corporation is an equal opportunity employer committed to maintaining a professional, respectful, and inclusive workplace where employees are supported in their professional growth and development.