Office Administrator  

JOB PURPOSE:

Office Administrator is responsible for providing necessary administrative support in ensuring efficient operation of the ROHQ of HLNG in Manila, promoting positive energy and productive engagement activities, maintaining office facilities and the environment as a great place to work. This person is also responsible for coordinating business travels, conferences, and corporate meetings. This person is also responsible in ensuring compliance with the requirements of Business Permits and Licences, DOLE, and Building administration.

PRINCIPAL ACCOUNTABILITIES:

• Maintain Office Facilities
• Responsible for local employees relations and engagements
• Planning and coordination of business Travels, meetings, and conferences

MAIN TASKS:

Employee Relations and Engagements

• Administers provision and ensure compliance of the approved HLNG ROHQ specific personnel benefits
• Administers HMO and Life Insurance coverage of employees.
• Administers and maintains the Manila Office Handbook
• Ensures and coordinates daily meal arrangements with canteen concessionaire
• Ensures that employees are adequately provided with necessary office supplies, tools, and equipment.
• Ensures compliance with the applicable laws and regulations of the Department of Labor and Employment.
• Organize events and activities to promote a great place to work office environment.

Office Facilities

• Arranges requirements for the annual renewal of business permits and license
• Keeps office files and comply with annual requirements for building and maintenance (fire, safety, mechanical, electrical)
• Conducts a regular or annual review of HLNG Services ROHQ shared contracts with the service providers for security, janitorial and general services, pest control, canteen concessionaire and maintenance services.
• Coordinates regularly with the building administrator
• Updates records of maintenance of documents regarding repairs of all air conditioning units and other facilities, equipment, assets, and supplies
• Handles all matters concerning office space maintenance and repairs, and reports to the General Manager for necessary actions

Business Travels, Meetings, and Conferences

• Arranges venue and all requirements for office meetings (gets assistance from other HR Staff when required, particularly for Board Meetings)
• Arranges hotel and local transportation bookings for corporate foreign visitors

Communication

• Prepares correspondence to concerned government and other agencies/offices for specific requests and /or clarifications as to the case maybe, and presents to the General Manager
• Promote local corporate branding

Others

• Oversees tasks of all assigned common service personnel, janitors, security guards, etc.

• Strong analytical and planning skills
• Excellent communication and presentation skills
• Work efficiently, and achieve results on time
• Solution oriented attitude
• Energy and drive
• Proactive coordination