LOOKING FOR FILIPINO CITIZENS RESIDING IN THE PHILIPPINES
About the Role:
The Administrator will play a pivotal role in enhancing the operational efficiency of our organization. Primarily focusing on HR responsibilities, recruitment, and optimizing admin tasks, this role requires a dynamic professional who is adept at multitasking. They will be instrumental in recruiting, onboarding, training, and ensuring smooth workflow processes. The incumbent will also champion efforts to deliver real-time data to ground leaders, aiding in timely decision-making.
Responsibilities:
1. Human Resources & Recruitment:
Job Listings & Advertisements: Craft detailed, engaging job descriptions that capture the essence of each position. Post these descriptions on relevant job boards, social media platforms, and the company website.
Candidate Screening: Review incoming resumes and applications, ensuring they meet the basic qualifications. Shortlist potential candidates based on their experience, skills, and alignment with company culture.
Interview Coordination: Schedule interviews, ensuring that there are no clashes with other commitments. Set up any necessary technology platforms if conducting remote interviews.
Initial Interviews: Conduct the first round of interviews to gauge the candidate's suitability, understand their career aspirations, and provide them with an overview of the company culture and job role.
Onboarding Process: Once a candidate is selected, guide them through the onboarding process. This includes paperwork, setting up their workstations, introducing them to the team, and familiarizing them with company tools and software.
2. Operational Efficiency:
Process Audits: Regularly review and audit existing administrative processes. Identify bottlenecks, redundancies, or inefficiencies that can be streamlined.
Process Documentation: Ensure every process and sub-process is well documented. This documentation should be easily understandable, complete with flowcharts or diagrams where necessary.
Automation Exploration: Research available tools and software that can help automate repetitive tasks. This not only saves time but also reduces human error.
Feedback Mechanism: Create a feedback loop with the teams to understand the challenges they face in their daily tasks. Use this feedback to refine processes.
3. Training & Development:
Training Modules: Develop detailed training modules for each administrative position. These should include textual content, visual aids, and hands-on exercises.
Regular Assessment: Conduct regular assessments to gauge the effectiveness of the training modules. This helps in identifying areas that need more emphasis or clarity.
Refresher Courses: Offer refresher courses or training sessions, especially when there are updates or changes in processes.
Mentoring: Encourage a culture of mentoring within the team. Experienced team members can share their insights and knowledge with newer employees, ensuring consistency in task execution.
4. Data Management & Reporting:
Database Management: Ensure that all data is stored securely and is easily accessible. Regularly back up data to prevent loss.
Data Integrity Checks: Run regular checks to ensure that the data is consistent, accurate, and up-to-date. Any discrepancies should be rectified immediately.
Custom Reports: Design and generate custom reports as per the needs of the ground leaders. These reports should provide insights that aid in decision-making.
Feedback on Data Tools: If using specific software or tools for data management, provide feedback to the IT department on any glitches, required updates, or additional features that can improve efficiency.
5. Managing Outsourced Staff:
Recruitment Oversight: Oversee the entire recruitment process for outsourced staff, ensuring they are aligned with the company's standards and needs. This involves scrutinizing the channels or platforms where
candidates are sourced from to ensure quality hires.
Performance Metrics: Implement measurable metrics to gauge the productivity and quality of work delivered by outsourced staff. Regularly review these metrics and adjust them as necessary to fit evolving business needs.
Ongoing Training: Facilitate regular training sessions for outsourced staff, ensuring they are kept up-to-date with any process changes, company updates, or software/tool revisions.
Communication Channels: Establish and maintain clear communication channels between in-house teams and outsourced staff. This can involve periodic video conferences, chat platforms, or dedicated reporting tools to ensure seamless interaction.
6. Moonlighting Prevention & Integrity Checks:
Clear Contracts: Draft contracts for outsourced staff that clearly mention clauses against moonlighting or working on projects that could be a conflict of interest with the company.
Regular Audits: Carry out random and periodic audits of the work done by outsourced employees to ensure they are adhering to stipulated working hours and delivering quality work within those hours.
Feedback System: Implement a system where team members can raise concerns or suspicions about any outsourced staff member discreetly. Investigate any raised concerns thoroughly.
Reinforce Company Culture: Foster a sense of belonging and alignment with the company's goals and culture among outsourced staff. When employees feel a strong connection to the company, they are less likely to engage in unethical behavior.
7. Real-time Information Relay for Ground Leaders:
Dashboard Creation: Implement or utilize tools that create dashboards reflecting real-time information. Ground leaders should be able to access these dashboards at any time to get an instant snapshot of ongoing operations.
Instant Notifications: Set up a system where crucial changes or updates are instantly notified to relevant ground leaders. This could be through mobile notifications, emails, or platform-specific alerts.
Feedback Loop: Establish a mechanism where ground leaders can instantly provide feedback or ask questions regarding the data they see. The administrator should ensure that any queries or issues raised are addressed promptly.
Review and Update Mechanism: Regularly review the type and format of information being relayed to ground leaders. Update or modify this based on feedback or changing business needs to ensure leaders always have the most relevant and actionable data at their fingertips.
Requirements:
- Minimum of 2 years of experience in an administrative role
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint)
- Excellent organizational and time management skills
- Strong attention to detail and accuracy
- Ability to prioritize and multitask in a fast-paced environment
- Excellent communication and interpersonal skills
- Ability to maintain confidentiality and handle sensitive information
- Highly motivated and proactive
- Team player with a positive attitude
- Bachelor's degree in Business Administration, Human Resources, or a related field.
- Proven experience in an administrative or HR role.
- Strong communication and interpersonal skills.
- Proficient in MS Office and HRIS systems.
- Ability to multitask and prioritize tasks effectively.
- Detail-oriented with a keen focus on quality.
- Strong analytical and problem-solving skills.
- Work Environment: This is a full-time position requiring flexibility in hours. The Administrator will report directly to the Quality Assurance Manager and collaborate closely with other departments to ensure the company's operational efficiency.
- The success of this role will be determined by the efficiency brought into administrative tasks, the quality of recruits, and the real-time data provided to ground leaders.
