Purpose and Scope
The Office Administrator / Travel and Admin Logistics Coordinator supports the day-to-day office and travel operations of the BioSHIELD project team in the Philippines. The position coordinates travel and lodging, provides administrative and clerical support, and helps ensure smooth office operations for staff and visiting personnel.
Essential Responsibilities
- Coordinate travel needs for project staff and visitors; schedule flights, hotels, ground transportation, and prepare itineraries in support of the Itinerary, Agenda & Meeting Minutes deliverable (CDRL A004).
- Assist with visa processing and other travel-related documentation and approvals.
- Ensure travel arrangements are met within project travel budget constraints and communicate pertinent information to travelers, resolving scheduling issues.
- Provide general office administration: greet and escort visitors, manage correspondence, and maintain office common areas and supplies.
- Arrange calendars, schedule meetings, coordinate logistics for meetings, workshops, training events, and other project activities, and prepare agendas and meeting minutes as inputs to CDRL A004.
- Maintain office equipment and coordinate with vendors and service providers as needed.
- Support the Project Manager and team with administrative and clerical tasks as assigned.
Minimum Knowledge, Skills And Abilities Required
- Four (4) to six (6) years experience in travel coordination, office administration, or a similar capacity; local Philippines experience preferred.
- Diploma or degree in a relevant field (e.g., Travel and Tourism, Business Administration) preferred.
- Sound knowledge of Microsoft Office applications.
- Experience in a customer-oriented professional environment with excellent attention to detail.
- Professional communication skills and the ability to organize and prioritize multiple assignments with little supervision and under pressure.
Work Environment, Physical and Mental Demands
Typically works in a normal office environment in the Philippines with controlled temperature and lighting. Minimal travel required.
