Administrative Specialist

Company Description Troka Group Inc. is a Makati-based holding company dedicated to serving individuals and businesses with genuine care throughout all stages of their journey. Through Trago Procurement Sourcing Corp., the group supports organizations across the Philippines and beyond in efficiently securing essential goods and services.

About the Role

This is a full-time, on-site Administrative Specialist role based in Makati to support our Office Manager in the day-to-day administration of our office. This includes managing office operations such as scheduling meetings, organizing documents, preparing reports, and maintaining accurate records. You will play a key role in keeping our documentation, records, and filing in order, and will represent the company in transactions and errands with government offices and private-sector institutions. The role involves coordinating internal and external communications, supporting procurement related processes, and assisting with customer and partner inquiries to ensure smooth service delivery. The Administrative Specialist will collaborate with different teams to track administrative tasks, update databases, handle basic invoicing or expense documentation, and ensure compliance with internal procedures. The position requires proactive problem-solving, attention to detail, and a commitment to providing organized, reliable support across Troka Group's business units.

Key Responsibilities

• Assist the Office Manager in preparing, organizing, and managing company documentation, records, and correspondence.

• Maintain a systematic and up-to-date filing system (physical and digital), including safekeeping and easy retrieval of contracts, permits, licenses, and official records.

• Handle errands and transactions with government offices — such as BIR, SEC, SSS, PhilHealth, Pag-IBIG, DOLE, LGUs / City Hall, and other agencies — including filing, submission, follow-up, and claiming of documents, permits, and clearances.

• Liaise with private-sector institutions such as banks, building administration, couriers, insurance providers, suppliers, and service vendors.

• Track deadlines for government submissions, renewals of permits and licenses, and other recurring compliance and administrative requirements.

• Support general office administration, including supplies monitoring, document reproduction, notarization runs, mail and courier handling, and meeting or event logistics.

• Prepare simple reports, summaries, and status updates on assigned tasks and errands.

• Perform other administrative duties as may be assigned by the Office Manager.

Qualifications

• Bachelor's degree in Business Administration, Office Administration, or a related field (or equivalent relevant experience).

• Minimum of 3 years of experience in an administrative, clerical, or liaison role; experience transacting with Philippine government agencies is a strong advantage.

• Highly organized, detail-oriented, and able to manage multiple tasks and deadlines.

• Trustworthy and discreet in handling confidential documents and company records.

• Good communication and interpersonal skills; able to deal professionally with government personnel, banks, and vendors.

• Proficient in MS Office (Word, Excel, Outlook) and comfortable with digital filing tools.

• Willing to do regular fieldwork / errands within Metro Manila; knowledge of government office locations and processes is a plus.

• Willing to render overtime work when needed.

What We Offer

• Competitive compensation and government-mandated benefits (SSS, PhilHealth, Pag-IBIG).

• A supportive, hands-on team environment with opportunities to grow into broader administrative or operations roles.

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