As an
Assistant Administration Officer at BSM, you support the efficient daily operation of the office by coordinating procurement of supplies, equipment, and uniforms; managing inventory, documentation, and asset issuance; and liaising with suppliers and internal teams. You maintain accurate records, monitor stock levels, and help ensure smooth, cost-effective administrative operations that support both ship and shore functions.
Key Responsibilities
Office Supplies and Equipment Management
- Collate and consolidate office supplies and equipment requests from all departments.
- Prepare and process purchase orders for approved office supplies and equipment.
- Prepare requests for payment for finalized purchases and endorse to Accounting for settlement.
- Coordinate with suppliers on stock availability, pricing, and bidding to secure the most cost-effective options.
- Follow up with suppliers on delivery schedules and escalate delays when necessary.
- Verify delivered items against approved Purchase Orders (POs) and report discrepancies to suppliers.
- Maintain accurate monthly inventory records of purchased and issued office supplies and equipment.
- Monitor inventory levels, anticipate supply requirements, and initiate timely replenishment and expediting of orders.
- Ensure proper and controlled issuance of office supplies and equipment in accordance with company policies.
- Prepare and affix equipment tags for released laptops, monitors, and other accountable assets.
- Ensure completion and proper documentation of equipment allocation forms and related issuance records.
Uniform Management
- Prepare purchase orders for company uniforms requested by employees.
- Prepare requests for payment for uniform purchases and coordinate submission to Accounting.
- Follow up with suppliers to ensure timely delivery of uniforms.
- Oversee proper and accurate issuance of company uniforms to employees.
- Coordinate with suppliers for alterations or replacements due to incorrect sizing issues.
- Maintain monthly inventory and monitoring records of purchased and issued uniforms.
Administrative and Support Functions
- Develop, maintain, and organize an efficient filing system for supplies, equipment, and supplier records.
- Coordinate the collection and maintenance of required documents from new suppliers (e.g., BIR Form 2303, Certificate of Registration).
- Ensure continuous operation of photocopiers and printers by scheduling preventive maintenance and coordinating repair services as needed.
Qualifications & Experience
- Has a Business Administration or other similar Bachelor's degree relevant to the job
- Atleast 1 year experience within a in an administrative role. Fresh Grads are welcome to apply.
Skills & Competencies
- Strong organizational and administrative skills
- Intermediate knowledge of Microsoft 365 applications including Outlook, Teams, Excel and PPT.
- Ability to multitask and work independently
- Good communication skills
- Fluency in English and in local language
- PC literacy
Why You Should Join Us!We offer a supportive environment, competitive compensation, and meaningful opportunities. By joining us, you will enjoy:
- Retirement Benefit
- SSS, PagIbig, PhilHealth Contributions Employer's Share
- Medical Insurance (HMO)
- Life Insurance
- Free Uniform
- Free Office Lunch
- Pro-rated Sick Leave and Vacation Leave on Day 1
- 18 Days Vacation Leave per annum (increasing every 5 years of service by 1 day up to 22 days
- 21 Days Sickness Leave per annum
- Compassionate Leave 3 Day – Immediate Family; 1 Day - Extended Family
- Maternity/Paternity Leave
- Birthday Leave
- Birthday Allowance of Php 1,500
- Medical Reimbursement-Php 750 per month; Php 9,000 per annum
- Wedding Gift
- Eyeglasses worth Php 3,000 upon regularization
