I. Position Overview
The Admin Specialist is responsible for supporting the Human Resources and Administrative functions through proper documentation, issuance control, asset and supplies monitoring, and compliance with internal processes. The role ensures accurate recording, inventory reconciliation, timely releases, and retrieval of company assets and materials to safeguard accountability and operational efficiency.
II. Key Responsibilities
- Administrative & Documentation
- Prepare, file, and maintain administrative documents such as memoranda, transmittals, letters, and reports.
- Ensure proper documentation and tracking of requests, approvals, and issuances.
- Assist in the preparation of internal communications such as reminders, notices, and announcements.
- Asset & Inventory Management
- Monitor inventory levels of company assets, tools, equipment, uniforms, IDs, SIM cards, office supplies, and other issued properties.
- Conduct periodic inventory reconciliation and generate summary reports.
- Enforce issuance and retrieval protocols to ensure accountability.
- Coordinate repairs, replacements, and replenishment with vendors or departments.
- Monitor and record equipment transfers, deployment, and returns.
- Issuance & Accountability Control
- Facilitate the issuance and retrieval of company assets and materials based on approved requests.
- Maintain updated issuance logs and accountability records for all employees.
- Support HR in processing clearance, turnover, and retrieval of assets.
- Assist in implementing internal controls to minimize losses, misplacements, and unaccounted assets.
- Coordination & Support
- Coordinate with HR, Site Admins, Accounting, Purchasing, and Operations regarding asset deployment, inventory needs, and documentation requirements.
- Assist with logistics requirements such as deliveries, pick-ups, and scheduled releases.
- Provide administrative support during audits or inspections.
- Compliance & Policy Support
- Enforce adherence to company policies related to asset use, issuance, and accountability.
- Participate in the development and continuous improvement of administrative systems and forms.
- Assist in drafting and updating policies and internal manuals related to admin functions.
III. Qualifications
Education
- Bachelors degree in Business Administration, Human Resources, Office Administration, or related courses.
- College level or vocational graduate may be considered with relevant experience.
Experience
- At least 1 year of administrative, HR support, logistics, or inventory experience.
- Experience in construction, manufacturing, manpower, or operations-intensive industries is an advantage.
Skills & Competencies
- Strong organizational and documentation skills.
- Knowledge of basic inventory management and issuance controls.
- Ability to maintain accurate records and reports.
- Good communication and coordination skills.
- Keen attention to detail and accountability.
- Proficient in MS Office (Excel, Word) or Google Workspace.
- Basic knowledge of asset lifecycle and supply chain processes is an advantage.
Behavioral Attributes
- Trustworthy and discreet with company data.
- Proactive, systematic, and resourceful.
- High sense of ownership and urgency.
- Able to work with minimal supervision.
IV. Work Conditions
- May be required to coordinate with different sites, warehouses, and suppliers.
- Fieldwork may be necessary in support of HR and administrative operational needs.
