Key Responsibilities
Office Operations & Facilities Management
- 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)
Administrative Team Supervision
- 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
Supplies, Procurement & Vendor Management
- 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
Document & Records Management (General Office Level)
- 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)
Internal Support & Coordination
- 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)
Process Improvement & Compliance
- 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)
Reporting
- 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
Qualifications & Requirements
- 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
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