Experienced office administrator / Executive assistant

Bachelor of Commerce, Bachelor of Business Administration

Nationality: Filipino

Vacancy: 1 Vacancy

Job Description

- Office Administration & Management

Oversee daily office operations, ensuring smooth and efficient workflows.

Manage all administrative tasks including office maintenance, staff coordination, and supplier communication.

Maintain a clean, organized, and professional office environment.

Monitor and manage office supplies, stationery, and equipment.

Act as the first point of contact for vendors, service providers, and maintenance teams.

Handle insurance renewals, trade license renewals, visa processing, and company registration updates.

Implement office policies and procedures to improve efficiency. Filing, Documentation & Archiving.

Develop and maintain a structured filing and archiving system for contracts, accounting docs, invoices, and official company documents.

Ensure both digital and physical documents are properly labeled, organized, and easily accessible.

Ensure compliance with document retention policies and legal requirements.

Staff accommodation management.

Coordination with accountant to submit invoices, shipping docs, supporting docs, petty cash table, payments, etc.

Petty cash management.

Handle vendor registration processes with government entities, suppliers, and key stakeholders.

Prepare and submit vendor registration documents, ensuring compliance with legal and business requirements.

Keep track of supplier approvals, certifications, and renewals.

Maintain an updated vendor database for seamless procurement operations.

Coordinating with overseas offices.

- Negotiation & Procurement Management

Negotiate with suppliers to obtain the best pricing, payment terms, and service quality.

Ensure cost-effective procurement of office supplies and operational needs.

Assist in purchase order management and supplier selection.

- Executive Support & Coordination

Assist management with scheduling, calendar management, and meeting coordination.

Prepare meeting agendas, take minutes, and follow up on action items.

Handle travel arrangements, visa processing, and expense tracking for executives.

Support internal communication between departments, clients, and external partners.

- Procurement & Inventory Management

Assist with procurement activities, supplier negotiations, and purchase order management.

Keep track of inventory, company assets, and office equipment.

Coordinate with suppliers to ensure timely delivery of office supplies and materials.

Issue invoices to clients and ensure all billing details are accurate.

Follow up on outstanding invoices and ensure timely payment collection.

Maintain records of issued invoices, receipts, and payment confirmations.

Support the finance team with tracking expenses and basic bookkeeping tasks.

Maintain and organize the accounting archive to ensure easy access to financial records.

- Company Profile Preparation & Business Presentations

Create and update company profiles, proposals, and business presentations.

Design professional PowerPoint presentations for clients, meetings, and business development.

Ensure company profiles and marketing materials are well-structured and visually appealing.

Work with management to enhance corporate branding and presentation strategies.

- Insurance, Visa, & Trade License Management

Renew trade licenses, visas, and insurance policies to ensure business compliance.

Process visa applications, renewals, and cancellations in coordination with PRO services.

Liaise with government authorities and service providers for all business-related documentation.

- HR & Employee Support

Maintain employee records, contracts, and leave tracking.

Assist with onboarding new employees, training coordination, and HR documentation.

Help with basic payroll administration and staff expense reimbursement.

Desired Candidate Profile

About the Role:

MUST HAVE: We are looking for a highly experienced, detail-oriented, and proactive Office Administrator & executive assistant with 5+ years of experience to handle all administrative tasks, vendor management, procurement coordination, document management, invoice processing, trade license and visa renewals, insurance handling, and corporate presentations. The ideal candidate should have strong multitasking abilities, excellent communication skills, and negotiation expertise to secure the best prices from suppliers. They should also be proficient in Microsoft Office and other office software to efficiently manage office operations and corporate documentation.