Administrative Supervisor

URGENT HIRING

Work Setup: Fully Onsite

Schedule: Monday to Friday | 9 am to 6pm

Current Location: Pasig City

Office Relocation: OneAyala, Makati City (Target: Q4 2026)

JOB SUMMARY:

The Administrative Officer is the primary admin operational backbone of MegaXcess. This is a high-accountability, multi-functional role responsible for the end-to-end execution of all administrative, facilities, compliance, procurement, and operational support functions across the organization. The role requires an individual who is highly organized, results-driven, and operates with a strong sense of ownership; someone who takes full responsibility for their area, follows through without being managed, and consistently delivers without exception. This person must be tough enough to handle volume and ambiguity, proactive in identifying and improving inefficiencies, and professional in all internal and external interactions.

DUTIES AND RESPONSIBILITIES:

A. Facilities and Office Management

1. Oversee day-to-day office operations, ensuring all facilities, utilities, and equipment are fully functional and operational
2. Coordinate and follow through on building requirements, permits, safety compliance, and regulatory obligations
3. Manage building and facilities issues: report, escalate, and track resolution of repairs, utilities, and infrastructure concerns
4. Ensure compliance with building rules, association dues, and all financial obligations (rent, utilities, common area fees) with zero lapses
5. Coordinate repairs and preventive maintenance for office equipment and infrastructure; manage vendor relationships and job order tracking
6. Manage office cleanliness and upkeep standards; coordinate directly with cleaning agency and staff
7. Oversee security operations: scheduling, incident reporting support, and coordination with the security provider

B. Fleet and Vehicle Management

1. Manage the full company fleet including vehicles assigned to shareholders, executives, and operations
2. Ensure 100% on-time completion of Preventive Maintenance Service (PMS) for all vehicles per schedule
3. Coordinate vehicle insurance renewals, registration, repairs, and endorsements with zero lapses in coverage
4. Monitor fuel card usage, mileage logs, and fuel consumption within approved limits
5. Maintain and update fleet monitoring files; share deployed vehicle list with relevant stakeholders

C. Procurement and Inventory Management

1. Process all purchasing requests in accordance with company procurement policies and requestor deadlines
2. Source and evaluate suppliers, obtain quotations, and prepare Purchase Orders and Requests for Payment
3. Maintain accurate inventory records for office supplies, cleaning materials, and operational assets; reduce overstock and understock by at least 20%
4. Prepare monthly consumption and expense records for all tracked supplies
5. Coordinate delivery tracking and receipt verification for all procured items

D. Vendor and Subscription Management

Manage all vendor relationships: contracts, service agreements, performance evaluations, and renewals

Submit supplier evaluation reports to the HRAD Director assessing pricing, timeliness, responsiveness, and compliance

Monitor and process payments for all regular vendor subscriptions and service providers on time

Maintain a complete and updated vendor directory with scanned contracts accessible via shared link

E. Compliance, Insurance, and Document Control

1. Ensure timely renewal of all company licenses, permits, insurance policies, government registrations, and service contracts with zero expirations
2. Maintain a renewal monitoring calendar with advance alerts at minimum 30 days prior to expiration
3. Manage company mobile device and line inventory: allocation, monitoring, and coordination with service providers
4. Maintain and update all administrative filing systems, forms, and document templates across departments

F. Immigration Support

1. Coordinate end-to-end visa and immigration requirements: applications, renewals, documentation, and external agency liaison
2. Ensure zero immigration compliance violations and 100% satisfaction
3. Assist offshore and employees with work permits, HR documentation, and related onboarding support

G. Transport and Service Delivery Coordination

1. Coordinate all transport requests for personnel, goods, and documents including PAGCOR-related, BCD and IT operational requirements
2. Manage post-audit travel coordination including booking, itinerary adjustments, and vendor liaison
3. Oversee messenger services and inter-departmental coordination across Finance, HR, IT, and other business units

H. Stakeholder Management and Employee Support

1. Respond to administrative concerns and requests from all departments; ensure timely resolution and follow-through within 24 hours
2. Serve as the primary administrative point of contact for employees, vendors, building administrators, and government agencies
3. Coordinate event planning and execution for company activities (e.g., Christmas party, summer outing); secure timely bookings with zero delays

I. Reporting and Administrative Compliance

1. Submit accurate and timely weekly status reports to the HRAD Director on all assigned deliverables
2. Maintain a task monitoring system for all projects and ad hoc assignments; ensure 100% completion rate within agreed timelines
3. Provide petty cash management support including tracking, documentation, and reconciliation
4. Perform other duties and special assignments as directed by the HR & Administrative Director or management

JOB COMPETENCIES:

1. Highly organized with strong multitasking ability and structured approach to managing competing priorities
2. Results-oriented; drives tasks to full completion and holds a high personal standard for output quality
3. Strong sense of ownership; takes full accountability for assigned areas, follows through without being chased, and treats every deliverable as their own
4. Process improvement mindset; actively identifies inefficiencies and recommends practical, scalable solutions
5. Resilient and tough; performs consistently under pressure, high volume, and ambiguity without compromising quality
6. Excellent verbal and written communication skills; clear, professional, and responsive in all interactions
7. Strong vendor and stakeholder management capabilities
8. High attention to detail and accuracy, particularly in compliance and documentation
9. Professionalism and discretion in handling confidential information
10. Positive professional presence; approachable, cooperative, and representative of the administrative function with integrity
11. Proficiency in Microsoft Office 365 (Word, Excel, Outlook, SharePoint)
12. Willingness to extend hours and respond to urgent operational needs as required

QUALIFICATIONS:

1. Bachelor's Degree in any field.
2. Minimum 5 years of experience in a broad administrative or operations role with demonstrated multi-function ownership.
3. Proven track record of independently managing vendor relationships, procurement, compliance, and facilities coordination
4. Prior experience supporting senior management or working in a fast-paced, compliance-heavy organization is an advantage