Total 3 office administrator job vacancies in F&B / Tourism / Hospitality category in pasig city

Responsibilities:

• This position is primarily responsible in identifying and delivering NetSuite training needs for the business.
• Work with the Global Training Team in creating a training roadmap for NetSuite users across all departments.
• Build training materials, user guides and training videos to be published in company’s official training site.
• Work with ERP Team in resolving NetSuite requests and issues in a timely manner.
• Troubleshoot issues and provide on-going support to optimize user adoption and NetSuite configuration.
• Identify business requirements, functional design, prototyping in sandbox, process design (including scenario design, flow mapping), testing, training, defining support for the NetSuite system.
• Provide NetSuite consulting expertise utilizing industry experience, business analysis, best practices and logic to facilitate requirements.
• Build, develop and test detailed functional designs for business solution components and prototypes.
• Support other departments as required.
• Undertake any additional reasonable tasks as deemed necessary.

The Office & Administration Manager will be responsible in providing support to the Center’s daily office operations, ensuring the smooth running of the office environment, managing administrative tasks, and supporting the needs of various departments as needed. The Office & Administration Manager will also aide in effectively managing and developing the Executive Support and Administration group to provide efficient, high-quality, administrative support to the Global leadership team. This position requires a high level of stakeholder management, organizational and communication skills as well as tact, integrity, professionalism, resourcefulness, ability to prioritize and multi-task, excellent communication skills and the highest degree of confidentiality.

Responsibilities and Duties:

• Managing day-to-day administrative tasks such as mail distribution, office supplies procurement, equipment maintenance, and office layout management.
• Overseeing the maintenance, security, and functionality of office facilities including managing leases, coordinating office space allocation, and ensuring a safe and productive work environment.
• Liaising with vendors and service providers for various office needs, including cleaning services, maintenance contractors, office supplies vendors, and equipment suppliers; Managing relationships with external service providers or vendors that support shared service center operations, such as software vendors or outsourcing partners.
• Managing the site's (facility/administration related) budget, expenses, and financial performance. This includes forecasting, budgeting, cost control, and ensuring that financial targets are met.
• Ensuring that the site operates in compliance with all health, safety, and environmental regulations and standards. This includes implementing safety protocols, conducting risk assessments, and promoting a culture of safety among employees.
• Provide support in organizing company events, meetings, and conferences including coordinating logistics, arranging catering, managing invitations, and overseeing event setup and cleanup.
• Managing office records, files, and documentation. Implementing systems for document storage, retrieval, and organization to ensure efficient information management.
• Overseeing IT-related tasks such as equipment setup, software installations, troubleshooting technical issues, and coordinating with IT support services. This includes ensuring that technology systems are maintained and upgraded as needed to support operations effectively. (working with Infosys and Local IT Specialist).
• Developing and implementing office policies and procedures to ensure consistency, efficiency, and compliance with organizational standards.
• Serving as a point of contact for employees regarding office-related inquiries, concerns, and requests. Fostering a positive work environment and addressing employee needs as they arise.
• Ensuring that shared service center operations comply with relevant regulations, policies, and industry standards. This includes managing risks related to data security, privacy, and regulatory compliance.
• Managing the site's supply chain activities, including procurement, inventory management, and logistics. This includes ensuring the availability of materials and resources needed for production or operations.
• Identifying and mitigating risks that may impact the site's operations or business continuity. This includes developing contingency plans, disaster recovery strategies, and crisis management protocols.
• Providing leadership support to the Executive Support and Administration team by aiding in creating, maintaining and executing policies and procedures aligned to running smooth stakeholder support operation.
• Will work with the senior manager and the team leaders to plan and execute strategy, expansion of scope and growing the support functions, portfolio and the number of executives being supported.
• Responsible for hiring staff and working closely with the transitions team for new roles and requirements.
• Managing and cultivating relations with all executives and stakeholders being supported by his/her assigned teams.
• Facilitating feedback gathering from executives and providing inputs to the team to improve performance.
• Resolving issues associated with expense reporting, travel planning, meeting planning and execution, calendar management, timecard submissions, purchase orders, special projects and other administrative tasks being supported by the team.
• Providing effective leadership to assigned staff members, ensuring all deadlines and deliverables are met with high quality and in a timely manner.
• Be able to manage a team to affect the best results and provide the best customer services for both internal and external customers.
• Define, measure and utilize metrics to improve performance of the team.
• Motivating team members to achieve their best.
• Discovering training needs and providing coaching as needed.

Responsibilities (how we will measure success)

We currently have a new and exciting opportunity for an Client Administrator within our Client Services team. The successful candidate will be an integral part of our Client Services team and provide administration services to the business.

Tasks (what does the role do on a day-to-day basis)

• Monitoring the payment process, including completion of payment set up templates and liaising with the payments team to ensure timely payment of notices.
• Maintaining investor contact details by updating systems accordingly and liaise with clients and investors as required.
• Preparation and/or review of weekly reconciliations on excel, including cash position, weekly cash forecasts, loan position reports and payment trackers.
• Preparation of assigned tasks ensuring consistent quality and timely delivery for review
• Mailbox management
• Ad hoc Client Services administration duties
• Completion and/or review loan utilization templates and compliance certificates

Key competencies for position and level (see Group Competency model)

• Organizational savvy
• Plans and aligns.
• Communicates effectively.
• Interpersonal savvy
• Action orientated.

Key behaviours we expect to see.

In addition to demonstrating our Group Values (Authentic, Bold, and Collaborative), the role holder will be expected to demonstrate the following:

• Accuracy
• Approachability
• Attention to detail
• Organisation
• Taking ownership
• Team working