Admin Supervisor

PALMPAY LIMITED • Full-time • BGC • 3h ago

Oversee daily office activities to ensure a clean, safe, organized, and productive working environment in our BGC office.
Manage office facilities, including seating arrangements, meeting rooms, equipment (printers, internet, air conditioning, etc.), and maintenance requests.
Coordinate with building administration, security, cleaning services, and other external vendors.
Ensure compliance with health, safety, and local government requirements (e.g., fire safety, business permits).

Lead, schedule, and supervise administrative support staff (receptionists, office clerks, utility aides).
Conduct training, performance evaluations, and daily task delegation.
Ensure front desk and reception functions run smoothly – greeting visitors, answering calls, handling couriers.

Manage office supply inventory (stationery, pantry items, cleaning materials, PPE, etc.) and place timely orders.
Source and negotiate with office vendors (catering, water, office supplies, IT peripherals, furniture repair, etc.).
Track office-related expenses and assist in budget monitoring for general administration.

Establish and maintain an organized filing system for general office documents (invoices, memos, internal reports, personnel requests, etc.).
Ensure proper handling of incoming/outgoing mail, packages, and internal correspondence.
Support departments in document retrieval and archiving (without deep involvement in customer installment contracts).

Act as the central point of contact for office-related employee requests (workstation issues, access cards, pantry, stationery).
Coordinate with HR on new hire onboarding logistics (workspace setup, ID badges, office orientation).
Assist finance team with petty cash reimbursement for office expenses, utility bill verification, and purchase request processing.
Organize internal meetings, town halls, and company events (logistics, booking, catering, materials).

Develop and implement office administration policies (e.g., attendance tracking for non-HR staff, visitor log, equipment usage).
Ensure office operations comply with data privacy rules (e.g., secure disposal of confidential documents, visitor policy).
Identify inefficiencies and propose solutions (e.g., digital forms, vendor consolidation, inventory automation).

Prepare weekly/monthly office administration reports – supply usage, maintenance issues, budget vs actual expenses, staff attendance (admin team).
Report any facility or security incidents to management and follow up on corrective actions.

Education: Bachelor’s degree in Business Administration, Office Management, or a related field.
Experience: Minimum 3–5 years of experience in office administration, with at least 1–2 years in a supervisory role (managing admin staff). Experience in a consumer finance, retail, or installment-based business is a plus but not required.
Technical skills: Proficient in MS Office (Excel, Word, PowerPoint), Google Workspace, and basic office management tools (inventory trackers, purchase requests).
Soft skills: Strong leadership, organization, problem-solving, communication, and ability to multitask in a BGC office environment.
Language: Fluent in English (written and spoken); Filipino is an advantage.